Receptionist & Office Coordinator

Job Title: Receptionist & Office Coordinator

Department: Facilities
Reporting To: EA to CFO
Location: London, United Kingdom
Working Pattern: 5 days per week in our London office
Full-time | Permanent

The Role

We're looking for a friendly, organised, and proactive Receptionist & Office Coordinator to become the face of our London office. As the first point of contact for employees, clients, artists, and visitors, you'll create a welcoming and professional experience while helping ensure the office runs smoothly every day.

This is a varied, hands-on role that combines front-of-house reception responsibilities with day-to-day office coordination. You'll work closely with the Facilities Manager, IT, People, and other teams to maintain an organised, well-presented, and collaborative working environment, supporting everything from visitor management and meeting rooms to office supplies, events, and new starter onboarding.

This is a full-time role based in our London office, five days per week.

What You'll Do

• You provide a warm, professional, and welcoming reception service for all employees, visitors, artists, and clients.
• You act as the first point of contact for incoming calls, emails, deliveries, and visitors, ensuring enquiries are handled efficiently.
• You manage visitor check-ins, meeting room bookings, visitor passes, and reception areas to ensure a professional experience at all times.
• You maintain meeting rooms, breakout spaces, and communal areas, ensuring they are tidy, well-stocked, and ready for use throughout the day.
• You monitor office supplies, refreshments, stationery, and kitchen stock, placing orders as required.
• You coordinate incoming and outgoing post, couriers, deliveries, and office shipments.
• You support the day-to-day running of the London office, liaising with building management, cleaners, maintenance providers, and other suppliers when required.
• You assist with onboarding new starters by coordinating office inductions, desk setups, access cards, and welcoming employees to the office.
• You support the organisation of office events, team celebrations, artist showcases, and internal meetings.
• You assist with facilities administration, including processing invoices, raising purchase orders, maintaining records, and supporting health and safety administration.
• You provide general administrative support to the Facilities Manager and wider business as required

What You'll Bring

Preferred:

• Previous experience working as a receptionist, front-of-house, office coordinator, or administrative support role.
• A friendly, professional, and approachable manner with excellent customer service skills.
• Strong organisational skills with the ability to manage multiple tasks and priorities throughout the day.
• Excellent verbal and written communication skills.
• A proactive attitude with a willingness to get involved and support wherever needed.
• Strong attention to detail and pride in maintaining a welcoming office environment.
• Confidence using Google Workspace or Microsoft Office.
• The ability to remain calm, organised, and professional in a busy office environment.

What Success Looks Like

By Month 3: Becoming the Face of the Office

You'll have developed a strong understanding of how the London office operates and become a welcoming first point of contact for employees and visitors. You'll be confidently managing reception responsibilities, coordinating meeting rooms, supporting office operations, and building relationships across the business.

By Month 6: Owning the Day-to-Day Office Experience

You'll be independently managing the day-to-day running of reception and office coordination activities, ensuring the office is organised, well-stocked, and operating efficiently. You'll proactively identify issues before they arise and become a trusted support for employees and visitors alike.

By Year 1: A Trusted Member of the Facilities Team

You'll be recognised as a reliable and proactive member of the Facilities team, helping create a positive workplace experience for everyone who visits or works in the London office. You'll contribute ideas to improve office operations while continuing to provide outstanding service across the business.

Key Behaviours for Success

Customer Focus

Creates a welcoming, positive, and professional experience for everyone visiting or working in the office.

Initiative

Takes ownership of day-to-day responsibilities, spotting issues early and resolving them before they become problems.

Communication & Collaboration

Builds positive working relationships across the business and communicates clearly with colleagues, visitors, suppliers, and contractors.

Interview Process

• Introductory call with a member of our Recruitment Team.
• Interviews with the hiring manager and Facilities team.
• Final stage interview and Q&A.
• Feedback at each stage.

We aim to complete the full interview process from initial application to offer within three working weeks. While we do our best to meet this timeline, there may be occasional delays. If that happens, our Recruitment Team will keep you updated every step of the way.

Why Choose Us

At Kobalt, we’ve championed creators since 2000. Our technology and music services are built to make the industry more transparent, fair, and rewarding for artists, songwriters, and rights holders. We’re proud to work with some of the world’s most influential talents including Phoebe Bridgers, Sam Fender, Paul McCartney, Foo Fighters, Karol G, Young Thug, Kali Uchis, and Andrew Watt as well as acclaimed writers like Simon Aldred (Rag’n’Bone Man, Liam Gallagher, Celeste) and Clarence Coffee Jr. (Dua Lipa, Lizzo, The Snuts).

We’re a company that thrives on creativity, collaboration, and progress. Our values: Music First, Transparent, Tech Powered, and Transformative. Shape how we work, build, and grow together. We are a community of people who care deeply about making a meaningful impact in music and technology.

Kobalt is an equal opportunity employer. We believe in equitable access to opportunities and are committed to building a diverse, inclusive, and supportive workplace. We welcome applications from people of all backgrounds and identities. If you need any adjustments during the hiring process, please let us know we’re happy to help.

If this sounds like you, then please share your story by filling out the application below. To get you in the right mood, have a listen here to songs by our talented creators, especially curated to get you in the right mood when looking for the next challenge! 

IMPORTANT NOTICE

Applicants must be eligible to work in the United Kingdom. A full DBS check will be conducted on acceptance of the offer. Kobalt is an equal opportunity employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, age, religion, disability, sexual orientation, or any other status or characteristic protected by law.