Workplace Coordinator

Rapportservice; Greater London; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

25 days holiday

Travel & grocery discounts

Life assurance

Wellness & EAP

Learning & development

WOW Awards

Volunteer day

Job summary

Rapport Guest Services is seeking a proactive Workplace Coordinator for our client's flagship London office near Liverpool Street. You will help run daily facilities, support events, and welcome visitors and VIP guests to create a welcoming, professional environment.

Based in a 40-hour week, you will also cover reception, coordinate deliveries and onboarding, and liaise with suppliers to maintain high standards of presentation. A proactive, adaptable team player will thrive in this busy role.

Qualifications

• Proven experience using MacPro (macOS) in a professional working environment.

Responsibilities

• Carry out daily office walkarounds to maintain high standards of presentation, identify facilities issues and coordinate timely resolutions.
• Support the smooth running of office facilities and services, responding to requests through Fresh Service and liaising with relevant teams and suppliers.
• Provide a warm, professional welcome to visitors and VIP guests, supporting reception operations, guest registration and access arrangements when required.
• Coordinate incoming deliveries, parcels and food orders, ensuring efficient distribution and keeping colleagues informed of any updates or delays.
• Support the onboarding experience for new starters, including welcome communications, office tours and coordinating building access passes.
• Monitor office supplies, conduct regular stock checks and assist with replenishment, supplier feedback and vendor research.
• Maintain accurate workplace records, including daily office headcount, visitor information and guest pass allocations.
• Assist with the planning, preparation and delivery of office events, VIP visits and special occasions, including event set-up and occasional agreed additional hours.
• Help create a welcoming and engaging workplace environment by coordinating colleague celebrations, office decorations and other team initiatives.
• Work collaboratively with the Receptionist, Operations Manager and wider onsite teams, providing flexible support across reception, office management and ad-hoc workplace activities.

Skills

MacPro (macOS)

Job description

We are looking for a Workplace Coordinator to join our Rapport team at our client's brand-new flagship office near Liverpool Street. Our client is a leading company in the creative technology industry, and their impressive new workspace is designed to welcome international visitors, host VIP guests and deliver high-profile events. This exciting new role offers the opportunity to help create an exceptional workplace experience for employees and visitors alike.

You will play a key role in ensuring the smooth day-to-day running of the office. From coordinating facilities and office services to supporting events, welcoming new starters and assisting with VIP visits, no two days will be quite the same. You will also be cross trained to provide reception cover when needed, making this a varied and hands-on opportunity for someone who enjoys being proactive, adaptable and delivering outstanding service.

Type of contract:Full-time, Permanent

Hours:40 hours per week (Monday-Friday, from 8:30 AM to 5:30 PM, with flexibility as per business needs)

What will you get?

• Holiday allowance: Enjoy 25 days’ annual leave (pro rata) plus bank holidays once you have been with us for two years, giving you even more time to relax, recharge, and do what you love!
• 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

• Carry out daily office walkarounds to maintain high standards of presentation, identify facilities issues and coordinate timely resolutions.
• Support the smooth running of office facilities and services, responding to requests through Fresh Service and liaising with relevant teams and suppliers.
• Provide a warm, professional welcome to visitors and VIP guests, supporting reception operations, guest registration and access arrangements when required.
• Coordinate incoming deliveries, parcels and food orders, ensuring efficient distribution and keeping colleagues informed of any updates or delays.
• Support the onboarding experience for new starters, including welcome communications, office tours and coordinating building access passes.
• Monitor office supplies, conduct regular stock checks and assist with replenishment, supplier feedback and vendor research.
• Maintain accurate workplace records, including daily office headcount, visitor information and guest pass allocations.
• Assist with the planning, preparation and delivery of office events, VIP visits and special occasions, including event set-up and occasional agreed additional hours.
• Help create a welcoming and engaging workplace environment by coordinating colleague celebrations, office decorations and other team initiatives.
• Work collaboratively with the Receptionist, Operations Manager and wider onsite teams, providing flexible support across reception, office management and ad-hoc workplace activities.

The ideal candidate will

• Share our Rapport values: Create Rapport, Be Brilliant, Walk Tall, Innovative Spirit, Stronger Together.
• Have proven experience using MacPro (macOS) in a professional working environment, with the confidence to navigate systems and applications efficiently.
• Be outgoing, approachable and confident, with excellent interpersonal skills and a genuine passion for creating positive experiences.
• Bring a creative and proactive mindset, with the initiative to suggest improvements, embrace new ideas and find practical solutions.
• Demonstrate strong organisational skills, with the ability to prioritise competing demands, manage time effectively and adapt to changing business needs.
• Be a collaborative team player who is equally comfortable working independently, taking ownership of tasks and leading projects from start to finish.
• Have excellent communication skills, attention to detail and a professional approach when engaging with colleagues, visitors and stakeholders at all levels.
• Thrive in a dynamic, people-focused environment, enjoying a varied, hands-on role that involves moving around the workplace and responding confidently to new challenges.

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 at www.rapportservice.com.

Rapport vacancies often attract a high volume of applications, but every application is personally reviewed by a member of our recruitment team. We take the time to read your application and consider your experience against the requirements of the role, so there is always a person behind the process reviewing your application.

To ensure we can give each candidate and application the attention it deserves, we can only consider one application per candidate at a time. Even if you have applied for multiple vacancies, we will focus on the role that best matches your experience and background. We therefore encourage you to carefully consider which opportunity is the strongest fit for you before applying. Please keep an eye on your inbox, including your junk/spam folder, for updates from our recruitment team.