Office Coordinator / Client Host

Department: Group Operations (reports to HR Director)

Location: Office Based - Cheltenham HQ with regular visits to Cannock (fortnightly)

[Role Overview]

We’re looking for an exceptional people person and practical, self-managing problem-solver who
takes enormous pride in our workplaces and the welcome we give everyone who walks through the
door. You’ll create brilliant first impressions for VIP clients and visitors while making sure the
everyday details are covered, from immaculate meeting rooms and well-stocked kitchens to safe,
beautifully presented offices.

This is a genuinely hands-on role, and no two days will be the same. One moment you might be
greeting a guest and remembering how they take their coffee; the next you’re resolving a coffee-
machine problem, making sure the dishwasher is on, assembling a chair or getting straight on the
phone to a supplier. You’ll stay friendly, attentive and unflustered when several things need your
attention at once, using your judgement to prioritise and get things sorted promptly.

[What You Do: key responsibilities]

Host brilliantly and create the best first impression

• Own the visitor experience from start to finish, warmly welcoming clients, VIP guests, candidates and colleagues, anticipating needs and making everyone feel genuinely looked after.
• Prepare meeting rooms and catering to a high standard, check bookings and Google resources, support client meetings and reset spaces promptly afterwards.
• Keep reception, meeting rooms, kitchens and shared spaces consistently immaculate, inviting and ready for visitors throughout the day.

Own the everyday office operation - hands on

• Take full ownership of the day-to-day running and appearance of our Cheltenham hub including practical jobs such as putting on the dishwasher, restocking fridges, resolving coffee-machine issues and assembling or moving furniture where safe and appropriate.
• Support the running of our Cannock hub remotely and with regular fortnightly visits.
• Proactively manage stocks of refreshments, stationery, cleaning supplies, equipment and furniture, ordering ahead and ensuring the right supplies are always available.
• Coordinate cleaners, landlords, utilities, coffee and hygiene providers, maintenance contractors and other suppliers; pick up the phone, follow through and resolve issues quickly.
• Oversee office maintenance and repairs, including lighting, plumbing, heating, air conditioning and other building issues, arranging qualified specialists where required.
• Manage opening/closing procedures, alarms and office security, and communicate office updates clearly and promptly.

Keep people safe and spaces compliant

• Complete and record weekly health & safety walk-arounds and workplace checks across both offices, spotting hazards, taking ownership of actions and escalating risks promptly.
• Coordinate fire-safety and first-aid arrangements, relevant tests, equipment checks, training, risk assessments and follow-up actions with the designated competent people.
• Keep the pool car maintained, clean and serviced, and ensure relevant driver checks are completed.

Make team life easier

• Support company events, team activities and office-based wellbeing initiatives, working with the Culture & L&D team.
• Help coordinate work placements and respond flexibly to emerging office and visitor requirements.

[What You Bring]

• A natural flair for hospitality. Ideally you'll have experience in hospitality, guest services or a customer-facing role, with a genuine passion for making people feel welcome, valued and looked after. Creating a brilliant first impression for our guests and clients is at the heart of this role.
• Exceptional attention to detail. You'll notice the little things that make a big difference, from a beautifully presented meeting room and a spotless office to remembering how a regular visitor takes their coffee.
• A warm, engaging personality – you're a natural people person who builds rapport effortlessly and enjoys being the friendly face of the business.
• A proactive, hands-on approach – you're happy to roll up your sleeves, spot what needs doing and get things sorted without waiting to be asked, and take ownership until it’s finished.
• Brilliant organisational skills – you can juggle competing priorities, stay calm under pressure and keep everything running smoothly, even on the busiest days.
• Pride and ownership – you care about creating a workplace that looks fantastic, feels welcoming and reflects the very best of Journey.

[What Success looks like in this Role]

Visitors consistently receive a warm, polished and personal welcome; our offices look beautiful and work brilliantly; everyday issues are spotted and resolved before they become distractions.

Weekly safety checks are completed and actions followed up, supplies and suppliers
are well managed, and colleagues know they can rely on you.

Above all, you take real pride in owning the whole experience, from the VIP welcome to
the last cup in the dishwasher.

Be at the heart of Journey – play a key role in creating a welcoming, vibrant workplace
where colleagues and visitors feel genuinely looked after.

Make a real impact – take ownership of our office environment, bring fresh ideas and
help make every day run brilliantly.

[What you’ll get]

A people-first culture – join a friendly, ambitious and supportive team where your
energy, initiative and can-do attitude will be valued.

Variety every day – from welcoming VIP guests and coordinating events to keeping our
offices looking their best, no two days will be quite the same!

Room to grow – opportunities to learn, develop new skills and make the role your own.

Great benefits – annual Learning Budget, YuLife wellbeing platform, Holiday Purchase
Scheme, enhanced parental leave and Life Insurance.

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