Office Coordinator

Rapport Guest Services; Greater London; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Travel discounts

Grocery discounts

Life assurance

Cash rewards

Contributory pension

Wellness programs

Employee Assistance Program

Digital GP services

Learning & development opportunities

WOW Awards

Paid day off annually

Job summary

Rapport Guest Services is seeking an Office Coordinator to be the first point of contact, delivering a warm, professional welcome to guests and supporting front-of-house operations at our site in the UK. You will manage registrations, access requests, and day-to-day building support with a focus on guest satisfaction.

The role also covers studio and radio-day-to-day operations, coordinating with Artist Relations, Facilities and Security to ensure smooth guest experiences, with strong emphasis on

Qualifications

• Excellent communication across internal teams (Artist Relations, Facilities, Security).
• Highly organized with strong attention to detail.
• Calm under pressure and adaptable to fast-changing priorities.
• Discreet and trustworthy with confidential information.

Responsibilities

• 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.
• 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.
• 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.
• 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.

Skills

Strong communication

Highly organized

Discreet and trustworthy

Calm under pressure

Initiative & ownership

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.