Receptionist and Workplace Experience Coordinator

The Fidelis Partnership is a leading privately-owned, Bermuda-based Managing General Underwriter, which, through its subsidiaries, is a global underwriter of property, bespoke and specialty insurance and reinsurance products. The Fidelis Partnership is one of the largest Managing General Underwriters globally and its operations also include outwards reinsurance, claims handling, exposure management and portfolio analytics.

The purpose of The Fidelis Partnership Receptionist is to provide a 5* front of house service to every guest and new joiner who comes to the office. To create the best possible first impression of the company and provide support to the business by coordinating the services and tasks provided by Facilities which enable the business to be productive and enhance the workplace. The reception team are the first line of security and safety for the business, ensuring the visitors and new joiners are managed in the correct way to maintain the security of our offices. Acting as a Fire Warden for evening events and supporting the facilities team in coordinating any emergency situation.

Key accountabilities

• Guest Services: Provide a warm and professional welcome to all visitors and TFP employees on arrival at the office. Ensure hosts are promptly notified of the guest arrivals, that the guest is offered refreshments and escorted to the designated meeting place. Carry out regular checks to ensure the Brokers Lounge is always presentable, clean and fully stocked and external meeting rooms are clean and ready for the next meeting. Manage all visitors, send QR codes and effectively communicate their arrivals to hosts. Book meeting rooms when requested. Anticipate needs and exceed expectations. Handle queries and provide relevant information in a timely and efficient manner.
• Front of House: Follow the daily checklists provided ensuring all duties and tasks are carried out in line with relevant SOP’s. Meeting room management – Setting up, resetting, and maintaining meeting rooms to a high standard. Act as first point of contact to all colleagues, guests and contractors. Constantly liaising with the Hospitality/Housekeeping team to ensure we always adhere to the highest standards of hygiene and presentation. Ordering catering for the business as required using one of the pre-approved suppliers in line with the relevant SOP’s. Preparing event and catering sheets for all hospitality/events requests. Setting up meeting rooms for catering requests.
• Business Support: Manage the company Wellness calendar by coordinating practitioners, confirming the weekly schedule, managing treatment and class bookings, and handling cancellations and waitlists. Team collaboration – Working closely with the Facilities team, responding to tickets, collecting data on services, and managing incoming post. Conduct gym inductions as needed, ensuring users have completed the required forms. Ensure the Golf Simulator is set up as requested and monthly checks are carried out. Book taxis for the business with pre-agreed suppliers and in line with the relevant SOP. Book couriers for the business with pre-agreed suppliers and in line with the relevant SOP. Assist the Housekeeping team in ordering any last-minute stock. Arrange for stock take to be completed at the end of every week in absence of GRMWEL.
• Health & Safety, and Security: Be alert of your surroundings. Be constantly Health & Safety conscious and report any potential hazards. Security maintenance including the enabling and disabling of building access. Responsible for quarterly First Aid Box checks. Act as Fire Warden and assist during a Fire Evacuation. Ensuring Gym agreement forms are saved accurately.

Skills & experience

• Professionalism & Presentation: Punctual, well-presented, and exuding a welcoming, professional, and proactive attitude.
• Communication & Relationship Building: Excellent verbal and written communication skills, able to build strong relationships with employees and visitors.
• Organization & Adaptability: Highly organized, detail-oriented, and able to multitask effectively in dynamic environments.
• Problem-Solving & Initiative: Thinks outside the box, finds solutions, and embraces challenges as opportunities for growth.
• Teamwork & Independence: Flexible with breaks, shifts and work patterns according to business needs. Works well under pressure, whether independently or as part of a team, always committed to the task at hand, act as the right hand for the GRCSM.
• Technical Skills & Experience: Proficient in MS Office Suite (Outlook, Word, Excel, Teams) with at least one year of Front of House experience in the hospitality or corporate sector.

Other

At The Fidelis Partnership, we aim to be different while making a difference. We set the standard for quality in our industry. Guided by our expertise, our clients can take unique and material risks with confidence. Our approach is tailored and designed to deliver excellence for our clients. We are trailblazers, creating unique solutions in the (re)insurance space. We are experts. Our brokers and clients value the depth of our knowledge and experience. We leverage state-of-the-art underwriting technology to be a market leader. We believe sound ethics make for good business. We deliver value for our customers, investors and communities while actively avoiding trading with industries that cause harm to people, the environment and animals. We pride ourselves in creating a workplace that prizes execution, meritocracy, Diversity & Inclusion.

Our ethos dictates our decisions and actions. It unites us as a team of experts and colleagues and provides us with a compass for ensuring we deliver our best to every stakeholder we serve.

Diversity, Equity & Inclusion

Diversity & Inclusion in the workplace: Insofar as possible, we aim to ensure the composition of our workforce reflects the make-up of the local community. We have specific programmes in all our offices to support diversity within the hiring process, e.g. internship and scholarship award programmes. This is a particular focus in Bermuda, where we engage actively with local organisations to source diverse talent and provide coaching/mentoring for underrepresented groups. We aim to maintain a focus on equal opportunities across all stages of the hiring process. We measure and minimise the pay gap where possible.

Bring Your Whole Self to Work

Our vision is for a workplace culture where differences are valued and where diversity of background, experience and thought are welcomed. We want to create an environment where all employees, regardless of who they are, are given equal opportunities for career progression and enjoy fair reward from their and The Fidelis Partnership's successes. This will be driven by a workforce that embraces Diversity & Inclusion at every level, in every department across The Fidelis Partnership.