Concierge & Operations Coordinator

Summary:

The Operations Coordinator is responsible for ensuring Aintree Group’s offices operate smoothly, professionally and efficiently each day.

Reporting directly to the Chief Executive Officer, the role owns the readiness, presentation and practical operation of the office environment, including concierge and reception services, meeting rooms, shared spaces, facilities, supplies, mail, deliveries and logistical support for meetings, Masterclasses, events and business activities.

As a highly visible and client-facing team member, the Operations Coordinator plays an important role in creating a warm, professional and organised environment for clients, prospective clients, visitors and team members.

The Operations Coordinator works closely with the Client Experience Coordinators, Client Compliance Coordinators, Executive Assistants and teams across all Aintree Group business units. The role also provides trained operational and administrative support during team absences, periods of increased workflow and significant business activities.

The Operations Coordinator owns the physical and operational readiness of the workplace.

Responsibilities:

• Serve as the first point of contact for clients, providing a warm welcome and addressing inquiries promptly.
• Manage appointment scheduling and coordinate meetings.
• Assist in the preparation of client documentation and ensure all records are maintained accurately.
• Support the operations team with administrative tasks, including data entry and filing.
• Monitor office supplies and equipment, ensuring that all resources are available and in good working order.
• Facilitate communication between clients and staff, ensuring that all messages are relayed efficiently.
• Assist in the planning and execution of office events and client meetings.
• Maintain a clean and organised reception area, reflecting the professionalism of the firm.