Associate Client Host

Hannover Re - with around 4,000 employees at locations all over the world. Our strength? Connecting Power: We rely on each other. As a reinsurer, we protect customers in the event of a claim. This requires customised, innovative solutions. Solutions that worked yesterday may be outdated tomorrow. We challenge ourselves and continuously optimise our services, advice and products. All this makes us one of the leading and most profitable reinsurance groups in the world and a reliable employer.

The Role: Operating as part of Hannover Services, the Client Host ensures that an exceptionally high level of customer service is delivered to all visitors, staff and stakeholders that use the space at our London office. The Client Host will be the first point of contact for all office enquiries and first line of support for anyone visiting our London office.

Duties & Responsibilities:

• Customer Service
  • Provide a warm, courteous, and prompt welcome to all visitors upon arrival.
  • Ensure that meeting organisers and hosts are notified of their guests' arrival.
  • Escort visitors to meeting rooms where applicable, ensuring they feel welcomed.
  • Handle all incoming phone calls, emails, and enquiries promptly, providing a warm, courteous welcome and using the agreed salutation.
  • Ensure all on-the-day meeting room bookings and requests are addressed promptly and courteously.
  • Report any issues to the Workplace Supervisor.
  • Assist with the setup of meeting rooms and provide hospitality support.
  • Maintain a security-conscious environment, ensuring that access to restricted office areas is limited to authorized visitors and staff.
  • Engage actively and positively with colleagues and clients to ensure a seamless service experience.
  • Anticipate the needs of office users and follow up to ensure expectations are met or exceeded.
  • Ensure visitors are kept informed of any delays.
  • Collect feedback from visitors and employees about their experience and work with the relevant teams to improve services where possible.
• Workplace Management
  • Troubleshoot office-related issues and elevate to the Workplace Technical Coordinator, or Workplace Supervisor as needed.
  • Conduct regular checks/floor walks to ensure that meeting rooms, lobbies, and terrace areas remain clean and tidy.
  • Complete daily handover for opening and closing the day.
  • Assist with compiling facilities management reports on service usage and issues.
  • Log and report housekeeping and maintenance issues, discussing them with your line manager for direct reporting to Workplace Management.
  • Troubleshoot AV/VC issues in meeting rooms and elevate when necessary.
  • Prepare relevant areas for opening (Reception, Café, and kitchens) and ensure regular restocking.
  • Ensure the terrace area is opened every morning and closed by the end of the day.
  • Stay aware of relevant legislation, including Health and Safety requirements.
  • Support the planning and coordination of company social events.
  • Create promotional materials using Canva to support events and wider company initiatives.
• Administrative Tasks
  • Support onboarding of new starters, including inductions and training on systems (e.g. Locale, Condeco, Proxyclick).
  • Assist with event coordination, bookings, and setup, including café #nofilter arrangements for larger meetings and town halls.
  • Ensure all necessary supplies are prepared in advance for meetings and events.
  • Maintain office logistics, including stationery stock checks, deliveries, post, taxis, couriers, and document archiving.
  • Ensure all office deliveries are distributed promptly and daily post is completed in line with procedures.
  • Support room setup changes, including wall moves and meeting room reconfiguration.
  • Maintain accurate and up-to-date information within visitor management and booking systems.
  • Ensure familiarity with emergency procedures and support fire drills, evacuations, and urgent incidents as required.
  • Act as a Fire Marshal and support basic first aid where trained, ensuring first aid kits are stocked and accessible.
  • Liaise with external contractors and suppliers, ensuring visits are coordinated effectively.
  • Support crisis or urgent communications where required.
  • Promote and encourage sustainability practices across the office.

About You:

Experience: 3+ years’ experience in a customer-facing role. Working knowledge of office administration tasks, including managing emails, phone calls, booking meeting rooms, handling schedules, and coordinating logistics. Strong attention to detail and the ability to manage schedules, logistics, and resources efficiently to ensure smooth office operations and meeting room setups. Experience with Audio Visual services an advantage.

Person Specification:

• Customer Focus - Develops a deep understanding of the complexities of the business in order to implement ideas and technical expertise. Ensures that customer feedback is actioned, and customer satisfaction maintained.
• Problem solving - Ability to break down complex issues and identify trends, patterns, and interdependencies. Pragmatic approach to assessing risks when developing solutions.
• Developing Capability and Knowledge Sharing - Actively develops and enables the team acting as a role model.
• Team Player - Focuses on building and maintaining a positive team culture and developing cross-functional relationships. Embraces diversity of thought, ideas, and skills to engage the team and deliver objectives.
• Communicating and Influencing - Adapts communication style depending on audience.
• Innovation and Continuous Improvement - Creates an environment where new ideas and solutions are encouraged. Continuously strives for process improvement.
• Delivery and Accountability - Accountable for individual and team deliveries to support the overall company objectives. Creates an environment where challenge is expected and encouraged and holds individuals accountable for same. Efficient and responsive ensuring deadlines are met.

Life at Hannover Re UK:

Atmosphere: Work in a global team that values innovation, agile decision-making and mutual respect. We challenge convention, encourage open feedback and foster a community where everyone’s voice matters.

Benefits: From structured onboarding to a comprehensive range of benefits, we invest in your well-being every step of the way. Our offerings include health and wellness initiatives, personal and professional development opportunities and a support system designed to help you thrive in all aspects of your growth and daily life.

Prospects: Bring your expertise and curiosity – here, you'll have the space to drive change and own your ideas. We’ll keep you engaged with fresh challenges, mentorship, skill-building opportunities and the freedom to shape your path.