Office Coordinator (Front of House & Leadership Support)

Office Coordinator (Front of House & Leadership Support) Role summary

Who are we? Howden is a global insurance group with employee ownership at its heart. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 24,000 employees spanning over 56 countries. People join Howden for many different reasons, but they stay for the same one: our culture. It's what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities - work / life balance, career progression, sustainability, volunteering - you'll find like minded people driving change at Howden.

A hands on, highly organised and professional office all rounder to act as the day to day "go to" for a modern office of around 100 people. The role covers front of house reception, coordination of office facilities and meeting spaces, guest logistics, light diary/admin support to senior leaders and other administrative tasks as needed. While the role holder will be primarily based at the office reception (front desk), they will have the flexibility to move around the office as needed to carry out day to day tasks, checks and support activity. The role requires someone confident taking ownership, using initiative, and making sound day to day decisions to ensure the office operates smoothly and presents a professional environment at all times. The position is fully office based and located in the heart of Romford. The post holder is expected to be onsite Monday to Friday between 8.45am and 5.15pm. This is a 7.5hour working day, with a 1hour lunch break, taken in line with business needs to ensure appropriate office cover.

Initial focus - office move preparation

Upon joining KGM, the initial focus of the role will be supporting the Business Manager & Executive Assistant to the Managing Director and the Service Delivery Manager to prepare the current office for an upcoming move to new premises within Romford in October 2026. This will be a hands on role, supporting practical readiness, coordination, and day to day organisation in the leadup to the transition. The role has been created ahead of the office move to allow the successful candidate to fully immerse themselves in the planning, preparation, and execution of the move - ensuring they are ready to hit the ground running from day one in the new office environment. This initial phase will also be a key opportunity for the role holder to get to know KGM and its people, building strong working relationships and rapport across teams. Through day to day interaction, visibility in the office, and hands on involvement in the move preparation, they will quickly establish themselves as a trusted, professional and confident presence - someone colleagues feel comfortable approaching and relying on.

Key responsibilities

• Act as first point of contact for visitors, creating a confident, professional welcome and ensuring sign in/badging processes are followed.
• Handle general enquiries, post/couriers and deliveries, using judgment and initiative to resolve issues where possible.
• Maintain office standards: kitchen, stationery, hygiene supplies and general consumables; place online orders and keep stock levels tidy and controlled.
• Work alongside the contracted office cleaner, who has responsibility for maintaining the overall cleanliness of the office and who visits twice a day.
• Carrying out occasional light spot cleaning as needed (e.g. if there is a spillage) to ensure the office always remains presentable.
• Log facility issues (e.g. heating/lighting/repairs), with the Howden Group CRES Support team.
• Issue, manage and maintain staff access passes, keeping records up to date and ensuring access is controlled appropriately.
• Manage staff locker access, including allocation, tracking and leaver resets.
• Hold and securely control the master locker key/pass, using it to provide access overrides in the event of lost keys or access issues, and maintaining appropriate records of use.
• Coordinate car park access for staff, including permits, access instructions and maintaining accurate logs.
• Support office set up for new starters/movers (access basics, welcome/orientation support).
• Proactively identify issues or improvements in the office environment and take initiative to resolve them or elevate appropriately, rather than waiting for direction.
• Own meeting room readiness: room set ups, room tidy/reset, and ensuring spaces are used appropriately.
• Be comfortable carrying out daily AV and tech checks in all meeting rooms, including checking displays/screens are working and testing audio and cameras (training will be provided).
• Escalate more complex issues where required.
• Coordinate external guests: arrival instructions, hosting and catering/refreshments.
• Help drive consistent meeting room etiquette and smooth booking practices.
• Maintain awareness of onsite health & safety processes and requirements, ensuring these are followed consistently in the day to day running of the office.
• Carry out a basic weekly H&S office walk through/audit, identifying any hazards or issues (e.g. trip risks, blocked exits, faulty equipment) and reporting findings and actions as appropriate.
• Act as one of the site Fire Marshals and First Aiders, completing the appropriate training and playing an active role in requirements and arrangements.
• Provide basic diary support for senior leaders as required: scheduling, moving meetings, coordinating attendees/rooms, and preparing basic meeting logistics.
• Assist with ad hoc admin: expenses, arranging travel when needed, and handling confidential information appropriately.
• Provide ad hoc support to the Business Manager & Executive Assistant including assistance with day to day requests and minor project work as required.
• Providing light touch holiday cover for the Business Manager & Executive Assistant to the Managing Director.

Skills & experience

• Experience in office coordination, reception or facilities support in a professional environment.
• Professional, confident and approachable manner, comfortable dealing with visitors and colleagues at all levels.
• Comfortable using initiative and good judgement in a busy office environment, with minimal supervision.
• Proactive and practical - spots issues early and takes ownership to resolve them.
• Comfortable taking on site based responsibilities (e.g. Fire Marshal duties), completing required training and acting responsibly when needed.
• Visitors are welcomed smoothly and professionally; front of house runs without friction.
• The office feels organised, well stocked and looked after day to day.
• Meeting rooms are consistently presentable and ready to use, with basic AV and Teams functionality checked in advance.
• Health & safety checks are completed regularly, with issues identified early and reported clearly.
• Colleagues know who to go to for office related support and trust that things will be followed up.
• PA and administrative tasks are completed professionally and reliably under direction of the Business Manager.
• The role holder demonstrates strong initiative and self sufficiency, proactively spotting opportunities to improve office operations and business administration, and taking ownership to act on them without the need for close supervision.

About KGM

KGM is one of the UK's leading specialist Motor Insurance Managing General Agents (MGA). Operating across a broad spectrum of products, from classic car insurance to commercial fleet cover, KGM has achieved consistent growth in recent years by combining fast, friendly and flexible service with deep underwriting expertise and strong distribution relationships. We are proud to have won the MGA of the Year Awards in both 2025 and 2026, reflecting the strength of our market proposition, and our track record to delivering profitable growth. KGM is part of DUAL UK Personal Lines.

What do we offer in return?

• A career that you define.
• At Howden, we value diversity - there is no one Howden type.
• Instead, we're looking for individuals who share the same values as us: Our successes have all come from someone brave enough