Coordinator, Reception & Guest Experience - London Office

Description

• Assist with data gathering for monthly reports on room utilisation and cancellations.
• Ensuring reception and waiting areas remain immaculate
• Ensure suppliers meet service expectations and provide timely feedback.
• Ensure sufficient supply of blank access cards and maintain alignment with Savills.
• Track and report guest and meeting metrics monthly (e.g., room usage, cancellations, visitor volumes).
• Support delivery of a warm, inclusive and inspiring workplace culture through proactive ideas and initiatives.
• Coordinate office tours and onboarding experiences for new joiners, including H&S walkarounds.
• Track and report on workplace metrics, including paper use, food and coffee consumption, waste, etc.
• Contribute creative ideas to elevate workplace experience and build a sense of community.
• Serve as a key face of the office, alternating with reception to welcome and host visitors in a polished, professional, and engaging manner.
• Use EMS daily to oversee room bookings and ensure efficient space usage.
• Support supplier research when required.
• Liaise with landlord via Vicinitee, raising and monitoring maintenance/fabric issues and service levels.
• Coordinate logistics and provide on-the-day support as needed.
• Manage ServiceNow tickets daily, ensuring prompt closure and follow-up across cleaning, maintenance, and IT queries.
• Support the Office Experience Manager on internal events (e.g., I&D initiatives, cultural celebrations, arranging office Christmas decorations, annual employee appreciation week).
• Oversee supplies and equipment related to DSE assessments and ad hoc operational needs.
• Maintain a productive relationship with EMS support team.
• Coordinate minor permit requests and vendor access logistics via Vicinitee.
• Conduct daily meeting room checks to ensure all spaces are presentation-ready and meet our high operational standards.
• Create and deactivate passes for joiners/leavers via security system.
• Maintain access control logs and support internal audits through rigorous data housekeeping.
• Flag potential improvements efficiencies or greener alternatives where appropriate.
• Support day-to-day running of reception, including:
• Courier, mail, and post processing
• Cascade any building or protest alerts from Savills to the London office.
• Booking and confirming transport for visitors
• Temporary reception cover coordination
• Business collateral ordering and contractor coordination
• Proactively manage the guest journey, including iPad check-ins and hospitality touchpoints in our redesigned space.
• Support day-to-day relationship management with key vendors (e.g., plant contractors, business collateral supplier, and any other).
• Support tracking of light budget lines such as stationery and office supplies.

Requirements

• Impeccable interpersonal skills with warm, confident, and professional demeanour
• Switchboard call handling
• Visitor sign-in and pass issue
• Strong organisational skills and the ability to manage multiple priorities seamlessly
• Proven ability to take ownership and work independently, while maintaining strong team alignment
• Strong understanding of discretion, confidentiality, and professional conduct
• Confident communicator, both written and verbal
• Asist with EMS training for new joiners and troubleshooting user issues.
• Highly attentive to detail and committed to delivering premium experiences
• Experience in a high-end corporate reception, workplace or client experience role
• Proactive, solutions-oriented, and resourceful. Able to take initiative without being prompted
• Technologically adept (Microsoft Office Suite, EMS, ServiceNow, or similar platforms)
• Exposure to vendor coordination or operational support is desirable.

Benefits

• Weekly grocery and stationery ordering

Training + Development

Interview process

Visa Sponsorship

Security clearance