Shield AI

Associate Facilities Coordinator (R5453)

London, United Kingdom

On-site

TLDR

Manage visitor access, badging, conference rooms, vendors, and office events while partnering with Facilities, IT, and Security teams.

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

#LI-SL1

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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.

Shield AI

Shield AI builds advanced AI-powered autonomy systems for military and defense applications, enabling mission-critical operations in contested environments. Our platform, Hivemind, supports developers and operators with robust tools for quick adaptation and deployment, ensuring superior situational awareness and operational efficiency. With unique solutions like the AI-piloted X-BAT and ViDAR surveillance system, we are transforming how defense technology meets real-world challenges.

Founded: Founded 2015
Employees: 51-200 employees
Industry: Internet Software & Services

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Facilities Coordinator