Reception Admin Coordinator

About Vivienne Westwood

Vivienne Westwood is a well-known British fashion house celebrated for its heritage, inventive design approach, and long-standing focus on culture and activism. The brand places strong emphasis on its people and the planet, guided by the values of Gaia, Quality not Quantity, Activism, and Culture & Heritage. If you are motivated by creativity, sustainability, and fresh ideas, this could be a strong fit.

About the Role

This is a full-time, 12-month Reception Admin Coordinator position within the Office Management team, based at the Battersea office in London.

Reception Responsibilities

• Act as the first point of contact for clients, visitors, and stakeholders by greeting and supporting them in a professional and welcoming manner.
• Organise meetings by coordinating room reservations, calendar invitations, and related logistics.
• Arrange couriers, taxis, and other transport services according to company procedures, balancing speed and cost efficiency.
• Keep the reception space tidy, organised, and consistently presentable.
• Handle incoming telephone calls by answering, screening, and redirecting them with discretion and professionalism.
• Manage incoming and outgoing mail, parcels, and deliveries securely and efficiently.
• Place orders for stationery, refreshments, and other office essentials, while keeping stock levels healthy and supplier relationships running smoothly.
• Oversee reception handovers and rota support for temporary staff.
• Coordinate with contractors, maintenance staff, and building management as the main external contact point, ensuring site procedures are followed.
• Support health and safety processes such as visitor sign-in records, fire drill coordination, first aid supply checks, and other compliance tasks.
• Carry out additional administrative tasks and special projects as needed.

Admin Coordinator Responsibilities

• Serve as the day-to-day contact for employee queries related to office operations and premises matters.
• Communicate with internal stakeholders about issues affecting the workplace and company locations.
• Liaise with maintenance providers and external contractors when work is required on site.
• Manage corporate card administration, including logging and reconciling monthly statements and submitting them to Finance on time.
• Support the Office Manager with business travel arrangements for employees and guests, including flights, transfers, and hotels, while considering sustainability in planning.
• Maintain detailed travel records, carry out monthly reviews, and help prepare documents for annual audits.
• Keep travel and expense records updated, work with Finance on personal travel cost invoicing, and support employee expense processing.
• Provide general administrative assistance to management and the Office Manager to help office operations run smoothly.
• Take on any other ad hoc tasks required for the role.

Experience and Profile

This position is not described as exhaustive, and additional duties may be assigned where needed to meet role requirements. The employer is seeking someone with at least 2 years of experience in a similar position, strong communication and stakeholder management skills, excellent organisation and time management, a keen eye for accuracy, a proactive approach to problem-solving, confidence using Microsoft Office and travel/expense systems, and the ability to work well with different teams.

Benefits

• Employee discounts
• Wellbeing support, including private medical insurance, an employee assistance programme, gym discounts, and access to financial planning services
• Discounts and wellness tools through Perkbox
• Cycle-to-work scheme
• Generous annual leave
• Pension scheme
• Training and practical hands-on experience
• Opportunities to develop new skills and gain industry knowledge

Additional Information

Applications are reviewed continuously, so early submission is recommended. The company is an equal opportunity employer and is committed to diversity and inclusion. Discrimination or harassment based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or other protected characteristics is not permitted. The role is subject to local privacy and workplace policies.