As a Meeting Room Coordinator, you will be an integral part of our diverse and talented Guest Service Team, actively supporting the Event Planner daily, to ensure smooth operation of our Executive meetings hub, while also collaborating with Reception team based at main campus.
Your ability to collaborate effectively with a large and varied team across multiple functions is essential in delivering first-class service to our internal stakeholders, clients, and employees.
You will be expected to operate in a professional, flexible, and proactive manner, ensuring that clients' needs are thoroughly identified and communicated to our vendor partners and external vendor teams, thereby guaranteeing a seamless delivery of service excellence.
Type of contract: Full-time, permanent
Hours: 40 per week (Monday-Friday; shift rota basis between 7 AM – 6 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
Planning and Scheduling Meetings
- Coordinate calendars to schedule internal and external meetings, ensuring availability of participants and avoiding conflicts.
Booking Venues and Resources
- Reserve meeting rooms or event spaces and arrange necessary equipment (e.g., projectors, video conferencing tools, seating, catering).
Preparing Meeting Materials
- Organize and distribute agendas, presentations, handouts, and other relevant documents before meetings or events.
Liaising with Vendors and Stakeholders
- Communicate with external vendors (e.g., catering, AV support) and internal teams to ensure all event requirements are met.
Managing Logistics on the Day of the Event
- Oversee event setup, greet attendees, ensure technology runs smoothly, and troubleshoot any issues that arise during the event.
The ideal candidate will
- Share our Rapport values: Create Rapport, Be Brilliant, Innovative Spirit, Walk Tall and Stronger Together.
- Possess outstanding customer service skills.
- Strong verbal and written communication skills.
- Highly proficiency with Microsoft Office product suite (i.e. Excel, Word, PowerPoint, Outlook).
- You are an up-beat individual with integrity and a can-do attitude.
- You are passionate about delivering brilliant service and take responsibility for your contribution to the team.
- Ideally have previous experience in similar Events Coordination position in a corporate environment or a high-end luxury environment.
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.
