ReceptionistOffice Administrator

Company Overview

Interactive Brokers Group Inc. (Nasdaq: IBKR) is a global financial services company headquartered in Greenwich CT USA with offices in over 15 countries. We have been at the forefront of financial innovation for over four decades known for our cutting-edge technology and client commitment.

IBKR affiliates provide global electronic brokerage services around the clock on stocks options futures currencies bonds and funds to clients in over 200 countries and territories. We serve individual investors and institutions including financial advisors hedge funds and introducing brokers. Our advanced technology competitive pricing and global market help our clients to make the most of their investments.

Barrons has recognized Interactive Brokers as the #1 online broker for six consecutive years. Join our dynamic multi-national team and be a part of a company that simplifies and enhances financial opportunities using state-of-the-art technology.

About the Role

We are seeking a highly organised experienced and professionally dynamic Receptionist & Office Administrator to join our London office. This is a pivotal front-facing role that sits at the very heart of our office operations combining a welcoming and professional reception function with a strong hands-on administrative and coordination remit.

As the first point of contact for all visitors vendors and staff you will play a critical role in shaping the day-to-day experience of our office environment. Beyond the reception desk this role demands a confident and capable administrator who can support office management the wider facilities team and senior stakeholders across a broad range of operational and administrative tasks.

The ideal candidate will bring demonstrable experience in a busy office environment exceptional administrative skills strong Microsoft Excel proficiency and the ability to coordinate multiple workstreams simultaneously with precision efficiency and a proactive attitude.

Key Responsibilities

Reception & Front of House

• Serve as the primary point of contact and first impression for all visitors vendors couriers and staff arriving at the London office ensuring a professional warm and efficient welcome at all times.
• Manage and coordinate all incoming telephone calls directing enquiries appropriately and taking accurate timely messages.
• Maintain a consistently neat orderly and presentable reception and front-of-house area that reflects the professional standards of the organisation.
• Act as the central liaison between facility vendors building management and internal office staff ensuring smooth communication and prompt resolution of queries.

Administration Office Support & Management Assistance

• Provide comprehensive administrative support to the office management team and wider business forming a critical backbone to the smooth running of day-to-day office operations.
• Execute a wide range of MS Office tasks with accuracy and efficiency including document creation formatting data entry and correspondence management.
• Manage and maintain Outlook calendars and diary coordination for office management scheduling meetings managing room bookings and ensuring all logistics are organised in advance.
• Coordinate internal meeting room bookings taking full ownership of room management including setup readiness and post-meeting clearance.
• Carry out printing copying scanning and filing duties to support the wider office and management team.
• Support the preparation of reports presentations and administrative documentation as required by the facilities and management teams.
• Process all incoming and outgoing mail managing courier arrangements efficiently and ensuring accurate timely delivery and receipt of correspondence.

Excel Data & Reporting

• Utilise strong Microsoft Excel skills to support cost tracking data analysis and reporting across a range of office operational functions.
• Support the ordering replenishment and cost analysis process for all office consumables including stationery and food & beverage (F&B) products maintaining accurate and up-to-date records and spreadsheets.
• Assist the Facilities team with the preparation and maintenance of facilities reporting including spend tracking vendor management logs and operational data.
• Maintain accurate records and trackers to support administration of office projects vendor contracts and procurement activity.
• Produce clear and concise Excel-based reports and summaries to assist management in making informed operational decisions.

Hospitality Lunch & Events Coordination

• Oversee and support the daily office lunch operation acting as the key liaison with the lunch supplier managing the weekly menu and ensuring a smooth and well-organised lunch service for all staff.
• Create and manage lunch accounts for new starters as part of the onboarding process ensuring all new employees are set up and briefed promptly.
• Coordinate all meeting room F&B requirements ensuring hospitality standards are met for internal and external meetings.
• Support the planning and execution of office events and corporate hospitality working in close collaboration with the Facilities and HR teams to deliver well-organised high-quality experiences.
• Manage the coordination and organisation of kitchen and breakout areas ensuring beverages consumables and supplies are consistently well-stocked and maintained throughout the day.

Facilities Projects & Operational Support

• Serve as a key coordination point for all office facilities requests and tickets managing the queue efficiently and escalating issues where appropriate to ensure timely resolution.
• Support the Facilities team in the management and oversight of key onsite vendors ensuring service standards are maintained and any issues are addressed proactively.
• Provide administrative and logistical support for office projects taking ownership of assigned tasks and ensuring deadlines are met.
• Support satellite offices with administrative and ordering tasks acting as a reliable and responsive point of contact for remote teams.
• Coordinate travel and accommodation arrangements for visiting colleagues managing bookings efficiently and ensuring a smooth experience from arrival to departure.
• Support the onboarding process for new starters in collaboration with the HR and Facilities teams assisting with office inductions and administrative setup.
• Undertake any other reasonable duties as required in support of the office management team and wider business.

Skills Experience & Qualifications

Essential

• Strong demonstrable administrative experience gained within a busy professional office environment this is a core requirement of the role.
• Advanced proficiency in Microsoft Office with particular strength in:
• Microsoft Excel including data entry cost tracking reporting and the creation and management of spreadsheets and trackers.
• Microsoft Outlook including diary and calendar management meeting scheduling and email correspondence.
• Microsoft Word & PowerPoint for document creation formatting and presentation support.
• Exceptional organisational and coordination skills with the proven ability to manage multiple tasks prioritise effectively and meet deadlines in a fast-paced environment.
• Strong attention to detail ensuring accuracy across all administrative tasks data entry and reporting.
• Excellent verbal and written communication skills in English with the ability to communicate clearly and professionally at all levels.
• Professional confident and personable with strong interpersonal skills and the ability to build positive relationships with staff visitors and vendors alike.
• A proactive can-do attitude with the ability to work both independently and as a collaborative team player.
• Experience in project administration demonstrating the ability to support and coordinate multiple workstreams simultaneously.
• Ability to exercise discretion good judgement and maintain confidentiality where required.

Desirable

• Previous experience in a reception office coordination or facilities administration role within a corporate or financial services environment.
• Experience supporting management teams with administrative tasks and reporting.
• Familiarity with facilities management processes vendor coordination or event planning and execution.

Location

20 Fenchurch Street London EC3M 3BY

Working hours

9 am to 6 pm Monday to Friday

Benefits

• Career support and development.
• Salary commensurate with experience.
• Performance-based discretionary cash bonus scheme.
• Discretionary stock grant.
• Group Life Assurance cover.
• Group Income Protection.
• Occupational pension scheme based on gross earnings.
• Above statutory annual leave increasing with service.
• Daily company-paid lunch and healthy snack options throughout the day (when working from the office).
• Access to Private Medical Insurance Dental Plan and/or Health Cash Plan (including dependants)*.
• Corporate events.
• Travel season ticket loans*.
• Cycle to work scheme*.
• Fitness subsidisation.

*On successful completion of the probation period.

Required Experience:

Unclear Seniority

Employment Type : Full Time
Experience: years
Vacancy: 1