Job Description

Workplace Experience Host -
Monday - Friday
working between 8am -6pm (40 hours a week)
To deliver an exceptional customer experience by providing a welcoming, efficient, and professional workplace environment. The Workplace Experience Host acts as a central point of contact for clients, guests, contractors, and service providers, ensuring seamless service delivery and operational excellence.
Customer Experience & Service Delivery

• Provide clients and guests with an outstanding customer journey, ensuring all interactions are professional, courteous, and helpful.

• Respond to customer requests promptly and effectively, keeping them informed throughout.

• Acquire and maintain in-depth knowledge of all on-site services to offer tailored advice and support.

• Handle guest complaints with professionalism, escalating when necessary to ensure swift resolution.

• Demonstrate a proactive, friendly, and approachable demeanor at all times.

Workplace Operations & Facilities

• Conduct daily inspections of the workplace to ensure functionality, cleanliness, and safety.

• Identify and report faults, maintenance issues, and health & safety concerns.

• Perform regular checks of stationery hubs, tea points, and meeting rooms to ensure tidiness and replenishment of supplies.

• Set up and maintain meeting, conferencing, and event spaces to defined standards, including AV equipment and hospitality provisions.

• Support emergency evacuation procedures and Personal Emergency Evacuation Plans (PEEPs) for guests with additional needs.

Meeting Room & Event Coordination

• Manage meeting room bookings via the NFS system, ensuring accuracy and timely communication with customers.

• Allocate rooms effectively and maintain the booking diary, including visitor entries.

• Coordinate and support internal and external events, including senior management meetings and group-wide functions.

• Assist with hospitality suite setup, waitressing, serving drinks, and managing registration desks.

• Provide operational support for events, including IT setup and catering coordination.

Systems & Administrative Support

• Train and support employees in using the NFS booking system (or alternative platforms).

• Ensure visitors are registered accurately using the building's visitor management software.

• Provide IT assistance and attend regular training sessions to stay updated on services.

• Maintain professional telephone and email etiquette, using appropriate greetings and sign-offs.

Team Collaboration & Communication

• Attend weekly service line meetings to foster a "one team" ethos and share relevant updates.

• Liaise with the Workplace Experience Manager to oversee contractor activity and minimise disruption.

• Support the mailroom team with internal/external post and courier deliveries when required.

• Build strong relationships with stakeholders to understand and meet individual requirements.

Compliance & Continuous Improvement

• Raise and track accident and incident reports through to closure.

• Actively seek customer feedback and ensure remedial actions are completed.

• Support the implementation of group policies (e.g., clear desk policy) and uphold best practice standards.

• Assist with internal and external audits as needed.

• Periodically review and update standard operating procedures.

• Recommend improvements and initiatives to enhance service delivery and contract evolution.

Flexibility & Additional Duties

• Provide cover for colleagues during breaks, absences, or when requested.

• Support office moves and relocations involving fewer than 10 people.

• Work flexibly to accommodate out-of-hours requests and extended operational needs.

• Uphold Signature's vision and values in all actions and behaviours.

• Maintain confidentiality and integrity in all aspects of the role.

• Perform any other reasonable duties as required by management or clients.

What we are looking for

• A clear understanding of Health & Safety practices, IOSH certified preferred

• An understanding of Audio Visual and IT systems and the ability to explain this accurately to customers.

• Computer literate (Word, Excel, Outlook E-mail)

• Clear, strong and confident communication skills

• Team player with an enthusiastic attitude

• To work efficiently and effectively in a team as well as individually

• Able to work off their own initiative and with minimal direction.

• Organised, capable of managing and prioritising multiple workflow requirements.

• Excellent written and oral communication skills

• High attention to detail

• Flexible and proactive.

• Passionate about exceptional customer service

• Ability to build positive relations with colleagues, guests and clients

• Immaculate personal presentation endorsing the Signature five-star image

• Be flexible to support the rotational shift patter 8am-9pm and the business needs of the client

• Enthusiastic and conscientious

• Customer orientated approach

Skills Required