Event Coordinator

We are recruiting an Event Coordinator to join our incredible Rapport team. The Event Coordinator will be one of three coordinators responsible for supporting both the employee internal and client events that take place at our clients London signature office. This is a highly visible role responsible for the successful delivery of the event programme. It requires strong teamwork, exceptional customer service, excellent organisational skills, and confident written and verbal communication.

You will deliver events and act as the primary point of contact for employees coordinating them, working closely with a small team to manage multiple events simultaneously. The role involves liaising with key stakeholders and vendors, overseeing pre-event planning, and ensuring seamless delivery on the day.

Contract type: Full-time, Permanent

Hours: 40 hours per week, (Monday–Friday, on a shift rota basis between 7:30 AM – 6 PM, you will be required to work on a rotational basis covering a 40-hour week whilst working both the early and late shifts). In conjunction with the other members of the London Front of House Team overtime will be required to support the out of hours events.

Main Responsibilities:

• Serve as the key contact and liaise between the event organiser, the global events team, multi-media, catering, facilities, health & safety, and other building vendors such as security, engineering, and janitorial.
• You will be required to have a strong customer service focus and ability to deal with enquiries and queries in a pro-active, positive, and efficient manner whilst always ensuring a high degree of customer satisfaction.
• Coordinate the planning and delivery of all aspects for events, taking ownership for each event from the initial enquiry and availability through to the delivery and follow up of all bookings within the timescales required.
• Proactively look at ways to improve the events process to better support the firm.
• Report any issues or challenges to the Front of House management team in a timely manner and ensure that all issues are logged for future review.
• Responsible for the setting up of the different furniture layouts required and their capacities for each event space.
• Responsible for providing the updates for the events guidelines document to ensure it is current.
• Organise and/or attend daily meeting to review event orders and ensure last minute changes are communicated to the appropriate departments.
• Responsible for ensuring the event is operated within the firm’s health & safety requirements.
• Responsible for supervising all requirements including menus, furniture set ups, visitor management, health & safety, deliveries, marketing initiatives, and security.

The ideal candidate will:

• Share our Rapport values: Create Rapport, Be Brilliant, Innovative Spirit, Walk Tall and Stronger Together.
• Be an upbeat individual with integrity and a can-do attitude.
• Have passion for delivering outstanding service.
• Exhibit strong communication skills for effective client management.
• Motivate and develop team members to reach their potential.
• Make quick decisions and resolve service issues efficiently.
• Show attention to detail and possess excellent organisational skills.
• Be flexible and reliable, adapting to changing business needs.
• Build strong relationships with stakeholders.
• Be committed to fostering a positive team environment.
• Ideally, have at least 1 year of experience in a similar role.

About Us: Rapport Guest Services is a multi-award-winning company, delivering front- and back-of-house guest services for leading organisations across the UK, Ireland, and globally. As part of Compass Group UK&I, we combine people-first culture with exceptional service standards. We are proud of our commitment to inclusion, wellbeing, and creating opportunities for everyone to thrive. We are also a Disability Confident Employer, offering meaningful roles for individuals with additional needs.