Jobs at VSI London


Receptionist/Office Coordinator

As a key member of the wider company, the receptionist/Office Coordinator will be responsible for maintaining a first-class, professional, front-of-house service to clients, visitors and staff, as well as managing the smooth and efficient running of reception and administrative processes.

Working Hours: AM shift 08:00 – 14:00 / PM shift 14:00 – 20:00


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About the role: 

  • Answering and directing telephone calls in a professional manner
  • Meeting and greeting clients, visitors and staff politely and professionally
  • Complying with the building security procedures and reporting any issues to the Office Manager/Security Team
  • Sorting and distributing incoming and outgoing mail and deliveries
  • Managing the meeting room schedule and organising refreshments when necessary
  • Ensuring meeting room is kept presentable and replenished
  • Monitoring and ordering stationery, VSI-branded items, groceries and postal supplies
  • Booking couriers and taxis
  • General office duties, such as printing, scanning, photocopying and filing. Working closely with and assisting the Office Manager, when required
  • Any other administrative or generic duties as required or reasonable requests
  • Daily building checks
  • Managing company credit payment records, ensuring that they are accurately recorded in the accounting records, have supporting documentation and that they have been matched to an approved PO
  • Booking company travel, accommodation and subsistence arrangements for directors, staff and external visitors
  • Managing travel-related POs by making sure expense claims are within the company’s policy limits, and escalating approval as and when required
  • Handling visa applications

About you:

  • A minimum of 2 years of receptionist/admin experience in an office environment is essential
  • Previous experience in booking international travel
  • Excellent organisation and communication skills
  • Strong customer service skills
  • Ability to multitask and prioritise work
  • Ability to work both alone and as part of a team
  • Ability to work under pressure and meet deadlines
  • High standard of written and spoken English
  • Literate in a variety of MS packages, including Excel, Word and Outlook

Desired Skills and Experience

  • Communication: communicates clearly and effectively; tailors communication style to ensure others understand their message, and proactively escalates issues/concerns to relevant people, on a timely basis
  • Flexibility: reacts positively to changes and inspires others to do the same; readily adapts to change and different ways of working quickly and positively; willing to go the extra mile
  • Responsibility: it is not about blame or fear, it is about transparency, trust and taking ownership of our actions and decisions
  • Initiative/solution-focused: proactively offers solutions to problems that impact own or department’s work; constantly seeks out areas of improvement; maintains a can-do attitude
  • Teamwork: works well with others; is supportive and considerate; offers to help when others are busy
  • Organisation: manages time efficiently to ensure deadlines are met

What we have to offer 

  • Discounted gym membership
  • Private medical insurance 
  • Cycle-to-work scheme 
  • Travel card loan  
  • 22 days holiday allowance plus public holidays  
  • Regular social activities
  • Regular yoga classes and other well-being activities


Interested in working at VSI?

If you are interested in this role, please send your up-to-date CV along with a covering letter to

Due to the high number of applications for the position, we regret we will only be able to respond to successful applicants.