Client Host

Duties & Responsibilities:

Customer Service

• Provide a warm, courteous, and prompt welcome to all visitors, offering appropriate services such as cloakroom, refreshments, and Wi‑Fi.
• Notify meeting organisers and hosts promptly of guest arrivals.
• Escort visitors to meeting rooms where required, ensuring they feel welcomed and informed.
• Handle incoming phone calls, emails, and enquiries promptly using the agreed salutation.
• Manage on-the-day meeting room bookings and requests, escalating issues to the Senior Client Host or Workplace Supervisor.
• Support meeting room setup and provide hospitality support alongside the Hospitality Assistant.
• Maintain a security-conscious environment, restricting access to authorised areas only.
• Engage positively with colleagues and clients to deliver a seamless service.
• Anticipate office user needs and follow up to ensure expectations are met or exceeded.
• Keep visitors informed of any delays and ensure their comfort.
• Collect feedback from visitors and employees.

Workplace Management

• Troubleshoot office issues and escalate to the appropriate Workplace teams when required.
• Conduct regular floor walks to ensure meeting rooms, lobbies, and terrace areas are clean and tidy.
• Complete daily opening and closing handovers.
• Assist with facilities management reports on service usage and issues.
• Log and report housekeeping, maintenance, and AV/VC issues.
• Prepare reception, café, kitchens, and terrace areas for daily opening, including restocking and end-of-day closure.
• Maintain awareness of Health and Safety and relevant legislation.
• Support planning and delivery of company social events.
• Create promotional materials using Canva for events and company initiatives.

Administrative Tasks

• Deliver first-day inductions for new starters, including use of Locale, Condeco, and Proxyclick.
• Assist with event bookings, client events, and hospitality setup and clear-down.
• Maintain stationery and office supplies through regular stock checks.
• Prepare presentation materials, signage, and handouts in advance of meetings and events.
• Assist with booking taxis and couriers, archiving documents, and distributing deliveries.
• Manage daily post in line with procedures.
• Action room setup changes, including furniture arrangements and wall moves.
• Support Café #nofilter setups for large meetings and town halls.
• Maintain up-to-date visitor management records.
• Be trained in basic first aid and act as a Fire Marshal when required.
• Promote sustainability and efficient resource use.
• Support crisis communications and liaise with external contractors and suppliers as needed.

About You:

Experience:

• 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.

Person Specification:

Customer Focus

Develops a deep understanding of the complexities of the business in order to implement ideas and technical expertise. Ensures that customer feedback is actioned, and customer satisfaction maintained.

Problem solving
Ability to break down complex issues and identify trends, patterns, and interdependencies. Pragmatic approach to assessing risks when developing solutions.

Developing Capability and Knowledge Sharing
Actively develops and enables the team acting as a role model.

Team Player 
Focuses on building and maintaining a positive team culture and developing cross-functional relationships. Embraces diversity of thought, ideas, and skills to engage the team and deliver objectives. 

Communicating and Influencing
Adapts communication style depending on audience. 

Innovation and Continuous Improvement
Creates an environment where new ideas and solutions are encouraged. Continuously strives for process improvement.

Delivery and Accountability
Accountable for individual and team deliveries to support the overall company objectives. Creates an environment where challenge is expected and encouraged and holds individuals accountable for same. Efficient and responsive ensuring deadlines are met.