Hospitality Coordinator

The Hospitality Coordinator is a mixture of Customer Service, Reception, Administrative Support, and Office Management. This role is responsible for creating a welcoming environment and seamless experience for all TAIT’s visitors, supporting customers (and global team members) with travel arrangements/local logistics, supporting client visits, and managing the office in our London location. This is a part-time role.

Responsibilities

• Own the “front door” experience and layout for welcoming all visitors and ensuring an easy process for entry/signing in/waiting area.
• Arrange for welcome packages and other perks as needed.
• Coordinate catering and special needs for in‑office meetings with clients and guests.
• Collaborate with other departments in relation to planning events, client meetings, parties and celebrations, etc.
• Act as a participating member of the summit planning team; supporting planning and execution of Summit logistics as required.
• Following up with clients and guests ahead of their visit to prepare them, offer assistance, and ensure they feel welcomed and expected.
• Act as an active member of the safety committee.
• Handle time-sensitive and confidential projects as requested or required by Executives.
• Develop an understanding of VIP clients, repeat clients, vendors, etc. and develop good working relationships.
• Ensuring alignment with Global Hospitality team goals and expectations as well as UK Executive leadership team.
• Coordinate and facilitate any repairs, visits, inspections or similar via third party contractors.
• Provide a welcoming environment for guests visiting our facility.
• Ensure a prompt welcome, follow sign‑in and sign‑out process, provide badges when needed, and provide any information necessary for a productive visit.
• Maintain a neat and well‑organized reception desk set up for handling incoming phone calls promptly (within 3 rings), log calls for tracking and future reference inside the CRM.
• Ensure office areas and conference rooms remain tidy.
• Own and manage the stocking of office and kitchen supplies in the facility.
• Manage the company vehicles’ maintenance and cleanliness.
• Complete administrative requests in support of shared services and/or other departmental needs.
• Acting as the point‑of‑contact between management/executives and the front desk.
• Assisting the UK Senior Leadership team with ad‑hoc tasks as required.
• Maintain a credit card and process monthly expenses for approval in Concur.
• Sort all mail and distribute it throughout the office, coordinating ingoing and outgoing mail.
• Process incoming invoices for credit card payment.
• Maintain an “Active Employee” roster to reference for phone requests that are not in the system, as well as safety for the front desk with recently terminated personnel.
• Assist with general administrative duties which may include organizing and ordering lunches, special projects, and ad‑hoc client requests as assigned (arranging car service, hotel arrangements, etc.).
• Adhere to all company safety policies and procedures.
• Attend meetings, seminars, and training sessions as required.
• Perform assigned duties according to the policies and expectations prescribed by the company.

Qualifications

• Significant customer service experience.
• Excellent written and verbal communication skills.
• Excellent organisational and planning skills.

The company is committed to providing reasonable accommodation for individuals with physical limitations or disabilities. If there are specific physical needs related to lifting, walking, or any other task, candidates are encouraged to discuss their requirements during the hiring process. The organisation will make every effort to accommodate these needs to ensure equal opportunities for all employees. TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.