Coordinator, Reception & Guest Experience

Coordinator, Reception & Guest Experience - London Office

Support the day‑to‑day operations of the London office, ensuring a polished, welcoming, and highly efficient workplace for over 140 employees and an average of 100+ weekly visitors. The role involves front‑of‑house service delivery, guest experience, facilities coordination, and light vendor and budget oversight.

• 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.
• Conduct daily meeting room checks to ensure presentation readiness.
• Coordinate office tours and onboarding experiences for new joiners, including health & safety walk‑arounds.
• Support a warm, inclusive 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 reception operations: visitor sign‑in and pass issue, switchboard call handling, courier/mail/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 guest communications, and maintaining immaculate reception areas.

• Manage Service Now tickets daily, ensuring prompt closure for cleaning, maintenance, and IT queries.
• Liaise with landlord via Vicinitee for 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 with robust data housekeeping.
• Create and deactivate passes for joiners/leavers via the security system.
• Ensure sufficient supply of blank access cards and align with Savills.
• Cascade any building or protest alerts from Savills to the London office.

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

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

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

• Manage day‑to‑day relations with key vendors (e.g., plant contractors, business collateral supplier).
• Support supplier research when required.
• Ensure vendors meet service expectations and provide timely feedback.

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

Our people‑first culture reflects the communities where we work. Oxford Properties Group is an equal opportunity employer committed to an inclusive, barrier‑free recruitment process. All individuals are valued and welcome.