Receptionist and Workplace Experience Coordinator

About us

Our client is a leading global specialty underwriting business, headquartered in Bermuda, with operations across major international insurance and reinsurance markets. The firm provides a broad range of property, specialty and bespoke insurance and reinsurance solutions, supported by expertise in claims management, exposure analytics and portfolio management.

With a diversified platform spanning reinsurance, specialty lines and tailored risk solutions, the business is known for its entrepreneurial approach, strong partnerships and deep technical expertise, enabling it to deliver innovative solutions and sustainable results across a global client base.

The role

The purpose of the Receptionist is to provide a 5* front of house service to every guest and new joiner who comes to the office. To create the best possible first impression of the company and provide support to the business by coordinating the services and tasks provided by Facilities which enable the business to be productive and enhance the workplace.

The reception team are the first line of security and safety for the business, ensuring the visitors and new joiners are managed in the correct way to maintain the security of our offices. Acting as a Fire Warden for evening events and supporting the facilities team in coordinating any emergency situation.

Key accountabilities

Guest Services

· Provide a warm and professional welcome to all visitors and TFP employees on arrival at the office.

· Ensure hosts are promptly notified of the guest arrivals, that the guest is offered refreshments and escorted to the designated meeting place.

· Carry out regular checks to ensure the Brokers Lounge is always presentable, clean and fully stocked and external meeting rooms are clean and ready for the next meeting

· Manage all visitors, send QR codes and effectively communicate their arrivals to hosts

· Book meeting rooms when requested

· Anticipate needs and exceed expectations

· Handle queries and provide relevant information in a timely and efficient manner

Front of House

· Follow the daily checklists provided ensuring all duties and tasks are carried out in line with relevant SOP's

· Meeting room management - Setting up, resetting, and maintaining meeting rooms to a high standard

· Act as first point of contact to all colleagues, guests and contractors.

· Constantly liaising with the Hospitality/Housekeeping team to ensure we always adhere to the highest standards of hygiene and presentation

· Ordering catering for the business as required using one of the pre-approved suppliers in line with the relevant SOP's

· Preparing event and catering sheets for all hospitality / events requests

· Setting up meeting rooms for catering requests

BUSINESS SUPPORT

· Manage the company Wellness calendar by coordinating practitioners, confirming the weekly schedule, managing treatment and class bookings, and handling cancellations and waitlists

· Team collaboration - Working closely with the Facilities team, responding to tickets, collecting data on services, and managing incoming post.

· Conduct gym inductions as needed, ensuring users have completed the required forms

· Ensure the Golf Simulator is set up as requested and monthly checks are carried out

· Book taxis for the business with pre-agreed suppliers and in line with the relevant SOP

· Book couriers for the business with pre-agreed suppliers and in line with the relevant SOP

· Assist the Housekeeping team in ordering any last-minute stock

· Arrange for stock take to be completed at the end of every week in absence of GRMWEL.

HEALTH & SAFETY AND SECURITY:

· Be alert of your surroundings

· Be constantly Health & Safety conscious and report any potential hazards

· Security maintenance including the enabling and disabling of building access

· Responsible for quarterly First Aid Box checks

· Act as Fire Warden and assist during a Fire Evacuation

· Ensuring Gym agreement forms are saved accurately

Skills & experience

Professionalism & Presentation: Punctual, well-presented, and exuding a welcoming, professional, and proactive attitude.

· Communication & Relationship Building: Excellent verbal and written communication skills, able to build strong relationships with employees and visitors

· Organization & Adaptability: Highly organized, detail-oriented, and able to multitask effectively in dynamic environments

· Problem-Solving & Initiative: Thinks outside the box, finds solutions, and embraces challenges as opportunities for growth

· Teamwork & Independence: Flexible with breaks, shifts and work patterns according to business needs. Works well under pressure, whether independently or as part of a team, always committed to the task at hand, act as the right hand for the GRCSM

· Technical Skills & Experience: Proficient in MS Office Suite (Outlook, Word, Excel, Teams) with at least one year of Front of House experience in the hospitality or corporate sector