Coordinator, Reception & Guest Experience - London Office

OMERS; Greater London; On-site; GBP 35,000 - 45,000; Full time

Job summary

A global real estate investment firm in London is hiring a Coordinator for Reception & Guest Experience. This role requires managing day-to-day office operations, enhancing guest experiences, coordinating facility services, and supporting corporate events. The ideal candidate should have strong interpersonal skills, attention to detail, and experience in corporate reception. The position offers an opportunity to thrive in a dynamic work environment while ensuring high hospitality standards.

Qualifications

• Experience in a high-end corporate reception or client experience role.
• Ability to take ownership and work independently while aligned with the team.
• Confident communicator with a warm, professional demeanor.

Responsibilities

• Manage guest experiences and coordinate reception duties.
• Handle facility management tasks, including service requests.
• Support event logistics and contribute to workplace culture.

Skills

Interpersonal skills

Organisational skills

Attention to detail

Proactive and solutions-oriented

Tools

Microsoft Office Suite

ServiceNow

EMS

Job description

Choose a workplace that empowers your impact.

Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and passion. A place where you can personalize your employee journey to be — and deliver — your best.

We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By prioritizing people, partnerships and places, we generate meaningful returns for OMERS members, enhance value for our capital partners and create a brighter world for our customers.

Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

Don’t just work anywhere — come build tomorrow together with us.

Know someone at OMERS or Oxford Properties? Great! If you're referred, have them submit your name through Workday first. Then, watch for a unique link in your email to apply.

Summary

This role supports the day-to-day operations of the London office, helping ensure a polished, welcoming, and highly efficient workplace for over 140 employees and an average of 100+ weekly visitors. The Coordinator, Reception & Guest Experience plays a key role in front-of-house service delivery, guest experience, facilities coordination, and light vendor and budget oversight.

Acting as Coordinator, Reception & Guest Experience, this individual supports key service platforms such as ServiceNow and EMS, follows established reception protocols, assists with basic reporting, and supports access control administration. The role is both hands-on and autonomous, requiring a proactive, detail-oriented individual who thrives in a premium corporate environment.

In addition to delivering consistently high hospitality standards and ensuring daily operations run smoothly, the position supports internal cultural events, supports light supplier relationships, contributes to onboarding, and ensures compliance with DSE and health & safety requirements. This role reports to the Office Experience Manager and is expected learn and consistently apply agreed standards and ways of working.

Core Responsibilities

Guest Experience

• Serve as a key face of the office, alternating with reception to welcome and host visitors in a polished, professional, and engaging manner.
• Proactively manage the guest journey, including iPad check-ins and hospitality touchpoints in our redesigned space.
• Conduct daily meeting room checks to ensure all spaces are presentation-ready and meet our high operational standards.
• Coordinate office tours and onboarding experiences for new joiners, including H&S walkarounds.
• Support delivery of a warm, inclusive and inspiring workplace culture through proactive ideas and initiatives.
• Track and report guest and meeting metrics monthly (e.g., room usage, cancellations, visitor volumes).

Reception

• Support day-to-day running of reception, including:
  • Visitor sign-in and pass issue
  • Switchboard call handling
  • Courier, mail, and post processing
  • Weekly grocery and stationery ordering
  • Business collateral ordering and contractor coordination
  • Temporary reception cover coordination
  • Booking and confirming transport for visitors
  • Weekly internal OMERS guest communications
  • Ensuring reception and waiting areas remain immaculate

Facilities & Platform Management

• Manage ServiceNow tickets daily, ensuring prompt closure and follow-up across cleaning, maintenance, and IT queries.
• Liaise with landlord via Vicinitee, raising and monitoring maintenance/fabric issues and service levels.
• Coordinate minor permit requests and vendor access logistics via Vicinitee.
• Oversee supplies and equipment related to DSE assessments and ad hoc operational needs.

Access Control & Security

• Maintain access control logs and support internal audits through rigorous data housekeeping.
• Create and deactivate passes for joiners/leavers via security system.
• Ensure sufficient supply of blank access cards and maintain alignment with Savills.
• Cascade any building or protest alerts from Savills to the London office.

Technology & Booking Platforms

• Use EMS daily to oversee room bookings and ensure efficient space usage.
• Assist with EMS training for new joiners and troubleshooting user issues.
• Assist with data gathering for monthly reports on room utilisation and cancellations.
• Maintain a productive relationship with EMS support team.

Sustainability & Budget Tracking

• Track and report on workplace metrics, including paper use, food and coffee consumption, waste, etc.
• Support tracking of light budget lines such as stationery and office supplies.
• Flag potential improvements efficiencies or greener alternatives where appropriate.

Event & Culture Support

• Support the Office Experience Manager on internal events (e.g., I&D initiatives, cultural celebrations, arranging office Christmas decorations, annual employee appreciation week).
• Contribute creative ideas to elevate workplace experience and build a sense of community.
• Coordinate logistics and provide on-the-day support as needed.

Light Contract & Vendor Management

• Support day-to-day relationship management with key vendors (e.g., plant contractors, business collateral supplier, and any other).
• Support supplier research when required.
• Ensure suppliers meet service expectations and provide timely feedback.

Key Skills & Experience

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

Oxford's purpose is to strengthen economies and communities through real estate.

Our people‑first culture is at its best when our workforce reflects the communities where we live and work — and the customers we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier‑free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.