Receptionist & Office Services Coordinator

Job Description

Receptionist & Office Services Coordinator

Contract: Full-time, permanent

Team: Office Services

Office Location: London, UK (on-site)

The role:

Reporting to the Senior Office Services Coordinator, this role will be responsible for ensuring coverage of the Reception of our London office, providing postal support, and supporting the day-to-day operations of the facility by assisting with a variety of tasks, including administrative duties, ensuring it's well-maintained, clean, and safe.

What your day will look like:

• To act as the face of Fragomen when meeting and greeting visitors to the London Office
• To answer and redirect all phone calls to the main switchboard
• Ensuring client and common areas are clean, well-maintained, and fit for use, which may include tasks like cleaning/ organising of common areas and walkways.
• To assist with monitoring the Reception London inbox, actioning emails in a timely manner and raising any issues with the Senior Office Services Coordinator
• To assist in managing all meeting room bookings including set up and set down, catering requirements and to take full details of clients coming to site and informing ground floor security accordingly
• To book couriers for the office when requested
• Scanning all incoming post, searching on Connect for the Caseworker and then emailing to the correct contact
• Preparing documents and bundles for Caseworkers
• Ensuring the safety of the occupied space, including complying with safety regulations and reporting any potential hazards
• Assisting with security protocols, such as issuing keys or passes, and monitoring access control
• Assisting with setting up monthly drinks and office events
• Purchasing and stocking supplies, including but not limited cleaning supplies, stationary, and other necessary items
• Communicating with colleagues, and other stakeholders about facility issues or needs, and providing assistance
• Ensuring the proper functioning and placement of equipment like vending machines, coffee machines, lighting, fire extinguishers, and deliveries reporting maintenance issues

The team:

As part of the Office Services team, you will have the chance to work with an exceptional group of office support personnel from Administrators and Receptionists to the PA’s who work with the Partners to ensure a smooth functioning office. Led by the Office Services Director of our UK offices, the team is a dynamic group of fun personalities, and we are looking for another person to join!

What we are looking for:

Essential criteria:

• An interest in administration and office services
• An extrovert, a person that is happy to engage with colleagues and external visitors and become the go-to person of the office
• Someone who is proactive and motivated to provide high levels of service to everyone they work with
• Ability to handle equipment (with assistance, covering the movement of larger objects e.g. desks, tables etc.)
• Ability to work independently and as part of a team

Preferred skills:

• Basic knowledge of building maintenance and repair
• Strong communicator, able to engage effectively with colleagues at all levels of seniority

• Flexible, able to adapt to shifts in priorities
• Problem solver, being able to think of solutions – a ‘can do’ attitude

• Demonstrates proficiency in Word processing, Excel, Outlook and Internet navigation
• Completes tasks within agreed timeframes and in line with expectations
• Attention to detail, ensuring work is completed accurately and according to company guidelines
• Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

What we offer:

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our workforce at Fragomen, and we are fully committed to providing equal opportunities.

At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our UK offerings include:

• Competitive Salary: We offer salaries that reflect your skills and experience

• Health and Wellness: A comprehensive employee assistance programme, gym discounts, medical insurance, Headspace membership and wellbeing platforms
• Lifestyle and Savings: Discount platforms, cycle to work scheme, electric car lease scheme, season ticket loans and family support resources
• Protection and Security: Life assurance, group income protection and a workplace pension scheme including a 5% employer contribution
• Time Away from Work: 25 days annual leave, + bank holidays and 3 personal leave days. Enhanced family leave policies, volunteering days and birthday leave
• Professional Development: Access to our e-learning platform, mentoring schemes and training bursaries (where applicable)

• Hybrid Work Arrangements: The Firm operates a global hybrid working policy which supports flexibility. Depending on your role, you can agree with your manager a minimum of two days per week working in your local office. Flexibility is important, and additional days in the office may be required based on your role, and / or team and business need

What to expect:

• Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.
• If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.
• After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.
• At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs

Who we are:

At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.

We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices ("RBP") prioritize Fragomen's social responsibility through a cohesive strategy covering five key focus areas: Corporate Social Responsibility, Culture and Inclusion, Sustainability, Well-Being and Pro Bono. Our RBP initiatives offer great

opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website – https://www.fragomen.com/about/responsible-business-practices.html.

Fragomen is committed to promoting equal opportunities for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations. We use limited AI‑assisted tools for administrative screening purposes only - never for decision‑making. All hiring decisions are made by people. Applicants may have rights to information and explanations regarding the use of such tools, or request human review, as required by applicable regional laws.