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.