Guest Services & Administration Coordinator

Job Purpose

The Welcome Experience Specialist delivers an exceptional first impression for all guests and colleagues, taking personal ownership for providing a warm, professional, and seamless welcome. This role blends premium customer service, security awareness, visitor coordination, and close collaboration with the wider Workplace Experience team.

Welcome Experience Specialists embody SPS values: no request is too big and no detail is too small. They create a memorable, personalised experience while maintaining strong security awareness, knowing when to be discreet and when to go the extra mile.

Key Responsibilities Guest Welcome & Front-of-House Service

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• Greet all guests and PwC staff warmly and professionally, creating a polished and positive first impression.
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• In regional offices, provide full reception welcome services and coordinate smoothly with landlord teams.
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• Deliver concierge-style service using strong knowledge of office spaces and the local area.
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• Anticipate needs, resolve issues promptly, and consistently exceed customer expectations.
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• Support security protocols including access control, contractor coordination, badge hosting, and tailgating prevention.
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• Remain vigilant during penetration tests and uphold all security procedures.
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Meeting Room & Bookings Support

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• Coordinate and monitor client meeting room and event bookings.
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• Maximise room utilisation and ensure smooth, customer-focused operations.
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• Liaise with offsite booking teams and catering suppliers.
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• Assist with hospitality and refreshments for client meetings.
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Events Support

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• Deliver end-to-end event support including room allocation, layout planning, seating, and hospitality requirements.
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• Send required 24-hour booking confirmations.
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• Support visitor flow to enhance the event experience.
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• Troubleshoot event issues, create pre-event schedules, and compile post-event feedback.
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• Collaborate with central events teams on multi-site events.
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Support for Workplace Experience Team

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• Provide additional support to Workplace Experience Specialists where needed.
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• Actively contribute to high service standards across all One Team service lines.
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One Team Collaboration

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• Work closely with all One Team suppliers to deliver a consistent, integrated service.
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• Proactively complete quick fixes (“ten-second tasks”) to maintain high standards across the workspace.
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Skills & Experience

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• Experience in workplace services, hospitality, front-of-house, or facilities roles.
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• Excellent customer service and communication skills, confident with all stakeholder levels.
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• Skilled in Microsoft Teams, MS Office, ServiceNow, EMS, and workplace technologies.
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• Confident supporting AV, IT peripherals, and office equipment.
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• Well-organised, adaptable, and able to handle both planned and reactive tasks.
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• Calm, responsive, and solutions-driven when dealing with incidents or queries.
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Health & Safety

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• Report any equipment or process issues affecting safety or service delivery.
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• Use work equipment and PPE correctly and in line with all training.
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• Escalate training needs or concerns to your line manager.
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• Follow all SPS policies and procedures consistently.
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Equal Opportunities

SPS is committed to an inclusive and diverse workplace. Employee networks support gender equality, LGBTQIA+ colleagues, neurodiversity, disability, wellbeing, cultural identity, menopause, domestic abuse support, and men’s wellbeing. SPS is a Disability Confident employer and provides reasonable adjustments, with guaranteed progression to the next stage for eligible disabled applicants.

This position is a 12-month fixed-term contract.