Events, Hospitality & Operations Coordinator in City of Westminster

About Reply: Reply specialises in designing and implementing solutions based on new communication channels and digital media. Structured as a network of highly specialised companies, Reply supports leading European industrial groups in sectors such as Telco & Media, Industry and Services, Banking and Insurance, and Public Administration, helping define and develop business models enabled by new paradigms such as AI, Cloud Computing, Digital Media, and the Internet of Things. Reply's services include Consulting, System Integration, and Digital Services.

Role Overview: We are looking for a proactive, organised and customer-focused Hospitality & Operations Coordinator to join our UK Operations team. Day to day you will support the smooth operation of our Reply House office, with a particular focus on events, conferencing, hospitality and the day-to-day operation of our Running Man function room. You will play a key role in delivering exceptional experiences for Replyers, clients and visitors, supporting everything from corporate meetings and conferences through to internal events, social gatherings and hospitality. You will ensure event and hospitality spaces are professionally presented, fully operational and ready to deliver a high-quality experience from setup through to close-down. Alongside the events and hospitality responsibilities, you will provide wider operational support to ensure Reply House remains a safe, welcoming, efficient and well‑maintained workplace.

Responsibilities:

• Support the full delivery of internal, external and client-facing events at Reply House, from planning and setup through to live delivery and close-down.
• Coordinate event logistics including room layouts, catering, refreshments, AV, signage, equipment and supplier requirements.
• Provide hands‑on support during events, assisting organisers, hosts and guests, and responding quickly to changing operational needs.
• Carry out AV and conferencing checks, provide basic troubleshooting, and escalate technical issues where necessary.
• Take day-to-day operational responsibility for the Running Man function room, ensuring it is clean, stocked, fully operational and ready for bookings, events and social activities.
• Manage hospitality operations including bar setup and close‑down, stock monitoring, supplier coordination, and maintaining service, presentation and compliance standards.
• Maintain meeting and conference rooms so they are clean, well presented, fully equipped, set up to requirements, and reset promptly after use.
• Deliver a professional and welcoming client and visitor experience, ensuring high standards across hospitality, catering presentation and all client‑facing interactions.
• Support wider Reply House operations, including evening closing procedures, administrative tasks, supplier liaison, health & safety checks, record‑keeping and continuous improvement initiatives.

About the Candidate:

• Proactive, hands‑on and solutions‑focused, with a strong willingness to take ownership and make things happen.
• Highly organised and detail‑oriented, able to manage multiple events, meetings and operational priorities effectively.
• Customer and service focused, with a natural understanding of hospitality and the importance of presentation.
• Professional, confident and calm under pressure, especially when working with clients, senior stakeholders, suppliers and during busy events.
• A strong communicator, comfortable coordinating across multiple teams, suppliers and operational stakeholders.
• Reliable, accountable and flexible, including supporting event delivery and building close‑down procedures, with occasional work outside core hours.
• Comfortable working in hospitality, bar and events environments, with good IT literacy including Microsoft 365 and workplace/event systems.
• Valuable experience includes corporate events, hospitality, function room or bar operations, venue management, workplace or office operations, facilities management, and AV/conferencing environments.

Reply is an Equal Opportunities Employer and committed to embracing diversity in the workplace. We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type regardless of age, sexual orientation, gender, identity, pregnancy, religion, nationality, ethnic origin, disability, medical history, skin colour, marital status or parental status or any other characteristic protected by the Law. Reply is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, please let us know of any reasonable adjustments you may need.