Reception and Office Coordinator

About TateAt Tate we are passionate about everything we do. As an independent brand operating within Kingspan Group, a global plc group of companies, Tate has been recognised worldwide as an industry leader in the development and manufacture of data centre infrastructure solutions and commercial office raised access floors, for over 60 years. With revenues of over €600m and growing, Tate plays a pivotal role in offering expertise in cutting edge design engineering in order to craft solutions, by working collaboratively with clients as a trusted partner.Tate continues to grow and expand, operating multiple manufacturing and commercial sites across the US, Europe, the Middle East, Asia, and Australia. We continue to invest heavily in the best available manufacturing tools and equipment needed to adhere to Tate's world class standards and in keeping with our Planet Passionate sustainability strategy, our focus is on having minimal climate impact.About The RoleThe purpose of the Reception & Office Coordinator role is to provide seamless administrative and operational support across Tate EMEA, while managing front-of-house activities to ensure a consistently professional and welcoming experience for all visitors and employees.Key ResponsibilitiesOversee the full front-of-house function, ensuring all visitors receive a professional, seamless, and positive experience from arrival to departure. Maintain a high standard of presentation across all reception and communal areas, reinforcing a polished and welcoming workplace environment. Manage visitor registration, security compliance, and all associated documentation in line with site protocols. Take ownership of day-to-day office operations, ensuring all administrative processes run efficiently across Tate Europe. Act as the central coordination point for incoming enquiries-phone, email, and in-person-ensuring timely responses and effective communication flow. Oversee incoming and outgoing post, couriers, and deliveries, ensuring accurate distribution and timely collections for all companies on-site. Work closely with HR to coordinate new starter inductions and site orientations, supporting a smooth onboarding experience and maintaining up-to-date induction materials. Facilitate cross-functional communication by working closely with internal teams to provide administrative support where required. Oversee booking and management of meeting rooms across the site, ensuring availability is aligned with business priorities, key events, and senior-level requirements. Support the planning and execution of onsite meetings, workshops, and company events, coordinating logistics, resources, hospitality, and room setups. Partner with internal teams and external vendors to support sales, marketing, and customer events, ensuring all activities run smoothly and meet operational standards. Manage relationships with local service providers and vendors, ensuring quality service delivery and timely resolution of any operational issues. Raise purchase orders through SAP, maintain tracking of invoices, and support budget monitoring for office-related expenditure. Ensure service contracts (e.g., cleaning, maintenance, hospitality) are effectively monitored and escalated when necessary. Coordinate travel arrangements, accommodation bookings, and event logistics for staff visitors and business activities across Tate Europe. Support travel planning by liaising with internal teams and external partners to ensure cost-effective, timely, and accurate arrangements. Identify opportunities to streamline office processes, improve visitor experience, and enhance workplace efficiency. Maintain oversight of office supplies, equipment, and facilities, ensuring operational readiness and addressing issues proactively. Perform any other reasonable duties that support the smooth running of the office and the wider business. Experience & SkillsExperience Proven experience in an Office Coordinator, Office Manager, Front-of-House Manager, or similar operational role within a corporate or professional services environment. Demonstrated experience managing reception or front-of-house services with a strong customer-service ethos and hands-on experience supporting office operations, facilities coordination, or workplace administration across multiple teams or departments. SkillsExceptional organisational and multitasking abilities, with the capacity to manage competing priorities and deadlines. Strong communication skills: confident, professional, and adept at building positive relationships across all levels of the business. High level of attention to detail, accuracy, and follow-through in all administrative tasks. Ability to maintain composure and handle a range of requests in a calm, proactive manner. Competence in managing front-of-house operations, ensuring a polished and efficient workplace experience. Stay connected with us on LinkedIn for insights into life at Tate.Tate is an equal-opportunity employer. We encourage applications from candidates of all backgrounds and experiences.Join us in our mission to make a difference through exceptional solutions.