Coordinator, Reception & Guest Experience - London Office at Oxford Properties Group in London, England, United Kingdom | Kablio
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Coordinator, Reception & Guest Experience - London Office
Oxford Properties Group
A global real estate investment, development, and operations company focused on delivering value.
Manage front-of-house reception and guest experience, facilities and vendor tasks for London office.
8 days ago ago
Expert & Leadership (13+ years), Intermediate (4-7 years), Junior (1-3 years), Experienced (8-12 years)
Full Time
London, England, United Kingdom
Office Full-Time
Company Size
1,500 Employees
Service Specialisms
Property Development
Design
Project Management
Engineering
Architecture
Construction Services
Consulting
Technical Services
+1 more
Sector Specialisms
Industrial
Living
Retail
Workplace
Life Science
Hotel
Credit
Role
Description
data reporting
ems management
servicenow
access control
vendor coordination
reception support
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
microsoft office
ems
servicenow
interpersonal
organisational
reception
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
Information not given or found
Interview process
Information not given or found
Visa Sponsorship
Information not given or found
Security clearance
Information not given or found
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Company
Overview
Founded with a vision to create exceptional spaces.
With a diverse portfolio spanning commercial, residential, and mixed-use developments, serving both urban and industrial markets.
Commitment to long-term value creation drives its approach to real estate investment, development, and operations.
Renowned for transforming properties into vibrant, functional spaces that foster community engagement and business growth.
Consistently demonstrated expertise across multiple asset classes, from high-rise towers to sprawling industrial hubs.
Notable projects include landmark office towers, multi-use complexes, and large-scale retail developments in key global markets.
Known for its innovative approach to real estate, leveraging cutting-edge technology and design to meet evolving market needs.
Influence extends across North America, Europe, and Asia, positioning the company at the forefront of international real estate.
Culture + Values
Environment + Sustainability
Reducing Scope 1 & 2 carbon emissions per square foot by 30% by 2025 (2015 baseline).
Procuring electric vehicles for all new light-duty/passenger fleet vehicles (ongoing).
Piloting embodied carbon monitoring for two major renovation/new development projects by 2023.
Piloting and achieving CaGBC Zero Carbon Building Standard certification for two new office development projects by 2025.
Developing low-carbon playbooks for all major mixed-use developments (achieved Q4 2021).
Developing a long-term portfolio carbon emission forecast and establishing decarbonization plans for all direct-drive and third-party assets by 2023.
Piloting battery-based energy storage projects by 2023 (Canada retail).
Achieving regional asset-class waste diversion targets (e.g., Office CA 75%, US 50%; Retail CA 60%) and 85% diversion in new construction.
Achieving a 10% potable water reduction by 2020 (2015 baseline); piloting water-reuse systems by 2024.
Achieving Energy Star score ≥75 for all office buildings (ongoing).
Paying at least the National Living Wage to all directly employed UK staff and encouraging Tier 1 supply chain to do the same (ongoing).
Targeting net zero emissions by 2050 (aligned with OMERS); committed to portfolio decarbonization planning building by building.
Inclusion & Diversity
Launched a program focused on building a diverse and inclusive workforce through learning solutions.
No publicly disclosed gender-specific targets or statistics available.
No additional measurable DEI outcomes or metrics available from provided sources.
Articles
Careers
Our Projects
About Us
37% reduction
Carbon Emissions Achieved
Reduced Scope 1 & 2 carbon emissions per square foot by 37% (2015 baseline) by December 2021.
1,000,000 ft²
Rooftop Solar Target
Aiming to develop 1,000,000 square feet of rooftop solar by 2024, with 37,000 ft² already installed at SquareOne Mall.
100% renewable electricity
Energy Procurement Goal
Aiming to procure 100% renewable electricity in the UK and Australia by 2025.
96% data coverage
Portfolio Monitoring
Over 96% of the portfolio data has been covered for decarbonization planning across 147 million square feet of assets.