Office Coordinator

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)

• 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!

• 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 way finding, 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.

• 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.

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