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Associate Facilities Coordinator (R5453)

Shield AI
1 day ago
Full-time
On-site
London, ENG

JobsCloseBy Editorial Insights

Shield AI seeks an Associate Facilities Coordinator in London to be the friendly first point of contact, overseeing front desk operations, visitor access, meeting room bookings, mail and supplies, and vendor coordination while partnering with Facilities, IT and Security. You will greet guests, route inquiries, keep the reception area organized, and support events and daily office needs with discretion. Ideal candidates have 1–3 years in a front desk or admin role, GCSE or equivalent (degree preferred), strong communication, and proficiency in Office or Google Workspace, plus the ability to multitask. Preferred: Envoy familiarity and basic security knowledge. To apply, tailor your CV with measurable improvements to check-in flow and delivery efficiency, highlight cross-functional collaboration, and confirm willingness to work onsite in London. Details via TA partner.

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube. 

Job Description:

The Front Desk Coordinator serves as the first point of contact for visitors, clients, and employees, creating a professional and welcoming experience. This role is responsible for managing front desk operations, coordinating office activities, and supporting day-to-day administrative and facility needs.

What you'll do:

  • Greet and assist visitors, ensuring a positive and professional first impression
  • Manage emails and general inquiries, routing as appropriate
  • Coordinate visitor access, badging, and check-in processes
  • Maintain front desk organisation, cleanliness, and readiness at all times
  • Schedule meetings and manage conference room bookings
  • Support office operations including mail distribution, deliveries, and supply inventory
  • Coordinate with vendors and service providers as needed
  • Assist with planning and execution of office events and meetings
  • Partner with Facilities, IT, and Security teams to support workplace needs
  • Maintain accurate records and handle sensitive information with discretion

Required qualifications:

  • Secondary school GCSE or equivalent (Foundation or Bachelor’s degree preferred)
  • 1–3 years of experience in a front desk, receptionist, or administrative role
  • Strong verbal and written communication skills
  • Proficiency in Microsoft Office or Google Workspace
  • Ability to multitask and prioritise in a fast-paced environment
  • Strong organizational skills and attention to detail
  • Professional demeanour with a customer-service mindset

Preferred qualifications:

  • Experience in a corporate or high-growth blended manufacturing/office environment  
  • Familiarity with visitor management systems (Envoy)
  • Experience supporting facilities or office operations
  • Basic knowledge of access control and office security protocols
  • Experience coordinating vendors, deliveries, and events
  • Strong problem-solving skills and ability to work independently
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Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.