Office and Facilities Coordinator - Reigate
We are looking for an Office and Facilities Coordinator to join our Rapport team in our client’s offices in Reigate. Our client is a British multinational risk management, insurance brokerage and advisory company, and you will play a crucial role in providing information, applying creative problem-solving skills and the ability to build sustainable relationships with key stakeholders.
There is a strong client focus, an emphasis on teamwork, unwavering integrity, mutual respect, and a constant striving for excellence. As a Helpdesk Coordinator/Administrator, you will play a crucial role in delivering exceptional and warm customer service, demonstrating excellent communication skills, and maintaining sustainable relationships with key stakeholders.
Type of contract: Full-time, FTC (4-months Maternity Cover)
Hours: 40 per week (Monday-Friday; 8 AM – 5 PM with flexibility as per business needs).
What will you get?
* Financial Freedom: Enjoy exclusive travel and grocery discounts, plus life assurance and cash rewards!
* 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 counsellor services for wellbeing 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
* Deliver a first-class call handling service, ensuring all enquiries are answered with professionalism, courtesy and in line with agreed standards.
* Communicate clearly and effectively at all times, with precise record-keeping and attention to detail.
* Support with reservations, confirmations and general business requirements as needed.
* Treat every enquiry with care and accuracy, acknowledging client requests promptly and thoroughly.
* Use the client or guest’s name naturally during calls to create a personalised service experience.
* Maintain a sound knowledge of the building layout and facilities to provide accurate guidance and information.
* Maximise the use of available rooms, ensuring allocations meet client requirements and advising on the best options.
* Work closely with contractors and colleagues to ensure the smooth running of daily operations.
The ideal candidate will
* Share our Rapport values: Create Rapport, Be Brilliant, Innovative Spirit, Walk Tall and Stronger Together.
* Ideally, have at least one year’s customer service and administrative experience, ideally gained in a five-star setting such as a hotel, airline or corporate environment.
* Demonstrate leadership through positivity and resilience, motivating others and driving excellent service standards.
* Possess a friendly and approachable nature, able to build rapport with a wide range of stakeholders, including VIPs.
* Be adaptable, resourceful and solutions-focused, with strong organisational and process-driven skills.
* Consistently demonstrate professionalism, courtesy and consideration, acting as a role model within the team.
* Be confident using Microsoft Office programmes and demonstrate strong IT and administrative abilities.
* Manage time effectively, working independently under pressure while maintaining accuracy.
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.
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