Office Coordinator

Chartwells Independent; Greater London; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Travel discounts

Life insurance

Pension

Wellness program

Learning & development

WOW Awards

Paid day off

Job summary

Rapport Guest Services in London is seeking an Office Coordinator to be the first point of contact, delivering a warm, professional welcome to all guests. You will handle front-of-house facilities duties, visitor registrations, and day-to-day building support, with close cooperation with Artist Relations, Facilities and Security teams.

This is a full-time, permanent role offering 40 hours per week on a Monday–Friday rota, with opportunities for learning and career development.

Qualifications

• Front-of-house facilities duties including visitor registration, security coordination, meeting room readiness, deliveries, and day-to-day building support.

Responsibilities

• Guest Welcome & Arrival Experience: deliver warm, professional welcome; manage registrations; assist with directions and access.
• Studio & Radio Day-to-Day Operations: monitor daily schedule; coordinate with Artist Relations, Facilities and Security; support parking and access.
• Space & Facilities Standards: ensure cleanliness of meeting rooms and reception; manage supplies and stock.
• Systems & Admin: monitor reception emails; raise tickets via Places Support; use internal systems for post and safety issues.

Skills

Front-of-house

Guest welcome

Facilities coordination

Security coordination

Administrative tasks

Systems usage

Job description

Join our amazing Rapport team as an Office Coordinator in our incredible site, to be the first point of contact, delivering a warm, professional and personalised welcome to all guests. The role covers front-of-house facilities duties including visitor registration, security coordination, meeting room readiness, deliveries, and day-to-day building support, with heightened attention to detail given the profile of guests and artists visiting the space.

Type of contract: Full-time, Permanent

Hours: 40 per week (Monday-Friday; shift rota basis 8:30 AM - 6 PM)

What will you get?

• Financial Freedom: Enjoy exclusive travel and grocery discounts, plus life assurance and cash rewards!
• Secure Your Future: Benefit from a contributory pension scheme for a stable financial tomorrow.
• Health Matters: Access wellness programs, an Employee Assistance Program, and digital GP services for holistic support.
• Thrive Personally & Professionally: Unlock endless learning and development opportunities to elevate your career!
• Celebrate Excellence: Shine a spotlight on outstanding peers with WOW Awards for their exceptional contributions.
• Give Back to Community: Take one paid day off annually to support a cause you’re passionate about!

Main responsibilities

Guest Welcome & Arrival Experience

• Create an exceptional first impression by delivering a warm, professional, and personalised welcome to all guests.
• Act as the first point of contact, confidently ensuring a seamless arrival experience.
• Anticipate needs and resolve issues proactively.
• Use initiative to find solutions when necessary.
• Manage daily guest arrivals, visitor registrations, and access requests.
• Assist with directions and wayfinding, ensuring a smooth experience from start to finish.

Studio & Radio Day-to-Day Operations

• Maintain real-time awareness of the daily schedule, studio bookings, and any events or VIP movements.
• Coordinate closely with Artist Relations, Facilities, and Security teams to ensure guests are escorted, informed, and supported throughout their visit.
• Support parking management, visitor access, and loading arrangements where required.
• Manage general front-of-house enquiries and elevate where required.

Space & Facilities Standards

• Prepare and ensure cleanliness of meeting rooms, studio spaces, green rooms, and reception area; report to the relevant team if standards aren't met.
• Take ownership of reception equipment, supplies, and consumables, ensuring stock levels are maintained, including print and stationery rooms.
• Ensure First Aid and Grab Bags are checked bi-weekly, with checks recorded and stock replenished as needed.

Systems & Admin

• Monitor reception emails and elevate to the necessary team where required.
• Raise tickets and dispatch via Places Support in a timely manner; monitor tickets through to resolution and elevate as needed.
• Use internal systems for postal services, maintenance, janitorial, and health & safety issues.

The ideal candidate will

• Share our Rapport values: Create Rapport, Be Brilliant, Innovative Spirit, Walk Tall and Stronger Together
• Comfortable managing steady daily studio/radio operations, with the flexibility to step up for occasional high-profile events.
• Confident using initiative and taking ownership, while knowing when to elevate.
• Highly organised with strong attention to detail.
• Calm under pressure and adaptable to fast-changing priorities.
• Strong communicator across internal teams (Artist Relations, Facilities, Security).
• Discreet and trustworthy with confidential information.

About us

Rapport Guest Services is a multi-award-winning company, delivering front- and back-of-house guest services for leading organisations across the UK, Ireland, and globally. As part of Compass Group UK&I, we combine people-first culture with exceptional service standards.

We are proud of our commitment to inclusion, wellbeing, and creating opportunities for everyone to thrive.We are also a Disability Confident Employer, offering meaningful roles for individuals with additional needs.

Find out more about us and our values at www.rapportservice.com.