Reservations / Workplace Coordinator

About the Role

We are seeking a polished and service-oriented Workplace Coordinator to join a leading international professional services firm based in London. This position offers a hybrid work arrangement with typically two days remote and one day onsite at the office. Primary duties involve supporting internal and external customers in a dynamic virtual environment, via telephone, email, and live chat, while also assisting with reception and meeting room operations when onsite.

Key Responsibilities

• Delivering warm, professional, and high-quality service to both internal and external customers
• Handling enquiries efficiently through phone, email, and live chat channels
• Directing requests appropriately to relevant departments or resources
• Welcoming visitors and ensuring a seamless arrival experience
• Supporting reception duties during onsite days
• Preparing conference and meeting rooms for scheduled use
• Contributing to positive workplace experiences for employees, clients, and guests
• Acting as a liaison between customers and Workplace Experience teams across locations
• Collaborating cross-functionally to resolve requests effectively
• Providing timely and accurate updates throughout the customer journey
• Exercising initiative to assess situations and respond appropriately without constant supervision
• Owning team responsibilities and assisting colleagues during busy periods
• Building strong relationships with colleagues, visitors, and internal customers
• Maintaining high service standards consistently across virtual and onsite roles

Candidate Requirements

• Excellent written and verbal communication skills
• Robust customer service experience with a genuine passion to exceed expectations
• Confidence in communicating via telephone, email, and online chat
• Ability to stay calm and professional under pressure in a fast-paced environment
• Good judgement and the ability to act independently
• A cooperative and adaptable approach
• Strong attention to detail
• Minimum education: high school diploma or equivalent
• Previous experience in one or more of these areas is beneficial: corporate reception, workplace or office services, hospitality, inbound customer service, technology support, or professional services administration
• Fluency in English is mandatory; additional skills in German, French, Spanish, or Italian are advantageous but not required