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We are The Instant Group, where work gets smarter for all: employees, businesses, and the planet.
As the world’s largest flexible workspace market, we take pride in...
* Providing over 250,000 organisations around the world with office space, coworking memberships, virtual offices, or meeting rooms
* Delivering the latest flex market data and insights
* Offering expert consulting services on portfolio strategy, procurement and sustainability
* Empowering 20,000+ landlord, operator and investor partners to capture flex workspace demand, boosting revenue (up to 30%) and asset efficiency
By seamlessly connecting supply and demand with data-driven solutions, we redefine work, helping businesses thrive worldwide. We shape the next generation of work so that you can achieve your best work life, every day.
Our clients (Prudential, Booking.com, Shell, Jaguar Land Rover, GSK, Hines...) trust our team across virtual and real-life offices globally, from London, Paris and New York, to Hong Kong, Singapore and Sydney.
Join our dynamic organisation, awarded one of the ‘Best Places to Work in Property’ and continuously featured in the ‘Sunday Times HSBC International Track 200’. Build your career where innovation and connectivity meet, where we solve challenges and grasp opportunities together.
The Role
The Community Host plays a vital role in creating a professional and welcoming environment for visitors, partners, and employees. They are responsible for managing front-of-house duties, including meeting and greeting visitors, escorting guests/visitors across floors and handling administrative tasks. The ideal candidate is polished, organised, and efficient, with excellent communication skills and the ability to multitask. This role is pivotal in maintaining the company's image and ensuring smooth day-to-day operations.
What will you be doing?
Reception & Guest Experience
* Serve as the first point of contact, delivering a warm, VIP-style welcome to all visitors.
* Greet guests by name, maintain eye-level contact, and ensure a professional first impression.
* Monitor waiting times and liaise with hosts to minimise delays.
* Confirm appointments and guide visitors to the appropriate areas.
Communication & Coordination
* Handle phone calls and manage email correspondence efficiently.
* Act as a liaison between visitors, employees, and departments.
* Coordinate with reception, security, café, and cleaning teams to maintain a high standard of service.
Scheduling & Meeting Rooms
* Manage meeting room bookings and cancellations.
* Ensure meeting spaces are reset and monitored for efficient use.
* Schedule appointments for visitors, contractors, and staff.
Administrative Support
* Provide general office assistance including data entry, document filing, mail distribution, printing/scanning, and supply management.
* Report maintenance issues and assist with internal communications and requests.
Visitor & Security Management
* Register and check in visitors, working with security to issue badges and follow protocols.
* Support new starters with orientation and check-in procedures.
* Coordinate access for suppliers and maintain compliance with building security policies.
Facility Upkeep
* Maintain a tidy, professional front office area and meeting rooms.
* Ensure printers are stocked and coffee tables are cleared.
* Support the product shop with restocking as needed.
Events & Additional Duties
* Assist with organising and hosting internal events.
* Perform ad hoc tasks and support emergency procedures as required.
Who are we looking for?
* Alignment with our company behaviours: Play To Win, Own Your Outcome, Solve It Together, Help Each Other Grow
* Friendly, professional, and customer-focused with a positive, can-do attitude
* Excellent verbal and written communication
* Strong organisation and time management, with keen attention to detail
* Tech-savvy: proficient in Microsoft Office (Word, Excel, Outlook) and reception software
* Confident representing a company with professionalism at all times
* Experience in corporate reception or customer service roles (preferred)
* Skilled in office software and admin tools
* Highly organised with strong interpersonal skills
What's in it for you?
* Competitive pay scales reviewed annually
* Discretionary annual company bonus
* Private healthcare and life cover
* A focus on connectivity, flexibility and bigger relationships as part of our workplace experience strategy
* Bespoke training programmes and our bespoke ‘Instant Learning’ portal
* Reward Gateway (discounts!)
* Global Employee Assistance Programme
* Brilliant colleague recognition scheme, with quarterly and annual ‘Let’s Celebrate’ awards (with great prizes!)
* Laptop / tech provided
At The Instant Group, we prioritise our people and our clients. We are committed to fostering diversity, equality and inclusion, providing equal opportunities in all aspects of employment. Our goal is a workforce that truly reflects society and our customers, creating an environment where every employee feels respected and empowered. When hiring or promoting from within, we see diverse experiences from a variety of backgrounds and welcome all applications regardless of age, gender, race, ethnicity, sexual orientation, religion, disability status or any other dimensions of diversity. Should you need any reasonable adjustments made to this application process, please don't hesitate to let us know. We use AI to help us assess applications fairly and objectively.
Seniority level
* Seniority level
Associate
Employment type
* Employment type
Full-time
Job function
* Job function
Customer Service and Administrative
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