Associate Client Host

The Role

Operating as part of Hannover Services, the Client Host ensures that an exceptionally high level of customer service is delivered to all visitors, staff and stakeholders that use the space at our London office. The Client Host will be the first point of contact for all office enquiries and first line of support for anyone visiting our London office.

• Provide a warm, courteous, and prompt welcome to all visitors upon arrival.
• Ensure that meeting organisers and hosts are notified of their guests' arrival.
• Escort visitors to meeting rooms where applicable, ensuring they feel welcomed.
• Handle all incoming phone calls, emails, and enquiries promptly, providing a warm, courteous welcome and using the agreed salutation.
• Ensure all on-the-day meeting room bookings and requests are addressed promptly and courteously. Report any issues to the Workplace Supervisor.
• Assist with the setup of meeting rooms and provide hospitality support.
• Maintain a security‑conscious environment, ensuring that access to restricted office areas is limited to authorized visitors and staff.
• Engage actively and positively with colleagues and clients to ensure a seamless service experience.
• Anticipate the needs of office users and follow up to ensure expectations are met or exceeded.
• Ensure visitors are kept informed of any delays.
• Collect feedback from visitors and employees about their experience and work with the relevant teams to improve services where possible.

• Troubleshoot office‑related issues and elevate to the Workplace Technical Coordinator or Workplace Supervisor as needed.
• Conduct regular checks/floor walks to ensure that meeting rooms, lobbies, and terrace areas remain clean and tidy.
• Complete daily handover for opening and closing the day.
• Assist with compiling facilities management reports on service usage and issues.
• Log and report housekeeping and maintenance issues, discussing them with your line manager for direct reporting to Workplace Management.
• Troubleshoot AV/VC issues in meeting rooms and escalate when necessary.
• Prepare relevant areas for opening (Reception, Café, and kitchens) and ensure regular restocking.
• Ensure the terrace area is opened every morning and closed by the end of the day.
• Stay aware of relevant legislation, including Health and Safety requirements.
• Support the planning and coordination of company social events.
• Create promotional materials using Canva to support events and wider company initiatives.

• Support onboarding of new starters, including inductions and training on systems (e.g. Locale, Condeco, Proxyclick).
• Assist with event coordination, bookings, and setup, including café #nofilter arrangements for larger meetings and town halls.
• Ensure all necessary supplies are prepared in advance for meetings and events.
• Maintain office logistics, including stationery stock checks, deliveries, post, taxis, couriers, and document archiving.
• Ensure all office deliveries are distributed promptly and daily post is completed in line with procedures.
• Support room setup changes, including wall moves and meeting room reconfiguration.
• Maintain accurate and up‑to‑date information within visitor management and booking systems.
• Ensure familiarity with emergency procedures and support fire drills, evacuations, and urgent incidents as required.
• Act as a Fire Marshal and support basic first aid where trained, ensuring first aid kits are stocked and accessible.
• Liaise with external contractors and suppliers, ensuring visits are coordinated effectively.
• Support crisis or urgent communications where required.
• Promote and encourage sustainability practices across the office.

3+ years’ experience in a customer‑facing role.

Working knowledge of office administration tasks, including managing emails, phone calls, booking meeting rooms, handling schedules, and coordinating logistics.

Strong attention to detail and the ability to manage schedules, logistics, and resources efficiently to ensure smooth office operations and meeting room setups.

Experience with Audio Visual services an advantage.

Develops a deep…