Workplace Experience Host – Job Description 

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