Coordinator, Reception & Guest Experience

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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.

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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 Service Now 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.

• 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).

• 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

• Manage Service Now 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.

• 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.

• Use EMS daily to oversee room bookings and ensure efficient…