Meeting & Host Coordinator

Job Introduction

We are seeking a Meeting & Host Coordinator to become part of the Rapport team. Come join us at the first and one of the oldest skyscrapers in the city of London. As part of the 2.2 acres estate, the team have a chance to learn from our wider teams and clients, to develop their skills and knowledge within different industries, as well as broadening their understanding of front of house services. As one of the longest running Rapport contracts, the team successfully run two ground floor receptions for two building, with around 80 different clients. No day or visitor is ever the same, from healthcare professionals to diners for our restaurant, the team meet and greet people from all walks of life, giving them a chance to truly shine to visitors from all around the world.

We are a team of five, consisting of a manager, one senior front of house coordinator and three front of house coordinators. We are a diverse group of individuals who take pride in being ourselves and delivering exceptional service to our guests by upholding our Rapport values.

Type of contract: Full-time, permanent

Hours: 40 per week (Monday-Friday, with a shift rota basis between 7 AM - 7 PM however, core hours are usually 8 AM – 6 PM)

What will you get?

• Financial Freedom: Enjoy exclusive travel and grocery discounts, plus life assurance and cash rewards! PLUS, discounts for retail units!
• 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!

Main responsibilities

• Stand and actively greet all guests and visitors in the lobby and reception areas, ensuring awareness and maintaining eye contact at all times
• Welcome internal and external clients warmly, using appropriate greetings and addressing them by name where possible.
• Provide a professional first impression as a Meeting & Host coordinator, ensuring all visitors feel acknowledged and valued upon arrival.
• Escort guests to meeting rooms, assisting with coats, luggage, and personal requirements where needed.
• Proactively manage enquiries in person, by phone, or email in a timely and professional manner.
• Maintain strong awareness of building facilities to direct and advise guests effectively.
• To report any maintenance issues to the service desk with regards to meeting rooms or general maintenance.
• Deliver messages and provide basic administrative support such as photocopying when required.
• Manage meeting room bookings, time prioritisation, and adjustments, including over-running meetings and hospitality coordination.
• Coordinate meeting room set-ups based on requirements (e.g., theatre or conference styles).
• Provide basic AV/VC support, including troubleshooting internet connectivity and escalating issues to our IT team.
• Offer refreshments to visitors as appropriate (if applicable)
• Conduct regular (hourly) inspections of meeting rooms to ensure cleanliness, readiness, and compliance with booking requirements.
• Maintain accurate tracking of daily meeting usage and no-shows using Excel templates.
• Ensure external meetings are prioritised appropriately, particularly client and senior stakeholder meetings.
• Manage updates to meeting room allocations and communicate changes promptly to the reception team and team leader.
• Inform reception of incoming external visitors where required and assisting them with check-in (via tablet)
• Thank and politely farewell visitors, ensuring they are directed appropriately upon departure.
• Assisting guests with local attractions and having sound knowledge of the local area.

The ideal candidate will

• Share our Rapport values: Create Rapport, Be Brilliant, Innovative Spirit, Walk Tall, and Stronger Together.
• Flexible and highly adaptable.
• Team player.
• Fast learner with strong initiative and passion for hospitality.
• Excellent communication skills.
• Competent with IT systems and MS office.
• Basic hospitality and catering experience.

About us

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 www.rapportservice.com.  

Rapport job adverts always gain a high response rate, but we do review all applications. Please check your inbox and your junk/spam folder for our response to your application. Due to high application volumes, we recommend that you do not apply for more than one role at any time. Please ensure you apply for the role that best matches your experience.