Workplace Experience Coordinator

Job Title:                    Workplace Experience Coordinator

Reporting to: Workplace Experience Manager

Position Type:           Full-time, fully office based, five days per week

Location:                    London - St Botolph Building and 20 Fenchurch Street

Overview

We are looking for a professional, proactive and service-focused Workplace Experience Coordinator to help deliver a welcoming, efficient and high-quality workplace experience across TMHCC’s London offices. This is a fully office-based role supporting front-of-house services, visitor management, client hosting, meeting-room coordination, switchboard duties and day-to-day workplace operations across St Botolph Building and 20 Fenchurch Street. The successful candidate will bring strong customer service experience, excellent communication skills, a calm and organised approach, and the flexibility to support changing business needs as part of a collaborative London workplace team.

Why Tokio Marine HCC?

Standing still is not an option in the current world of Insurance. TMHCC is one of the world’s leading Specialty Insurers. With deep expertise in our chosen lines of business, our unparalleled track record and a solid balance sheet, TMHCC evaluates and manages risk like no one else in the industry. Looking beyond profit, empowering our people and delivering on our commitments are at the core of our customer values, along with a desire to grow and provide creative and innovative solutions to our clients.

About Operations

Operations sits at the heart of TMHCC, ensuring the smooth running of business processes across policy administration, claims handling, data, technology and delivery. The function focuses on driving efficiency and enabling teams across the business to deliver exceptional results every day. Our value statement is: Ops makes it happen.

This role sits within Procurement and Workplace Management, one of the specialist functions within Operations.

The Workplace and Facilities Management team is responsible for ensuring that all TMHCC properties are safe, efficient, compliant, and supportive of business operations. We manage the physical workplace environment, ensuring it aligns with corporate standards, sustainability goals, and operational requirements. We focus on creating collaborative, well-designed environments that support a positive and productive working atmosphere.

The Workplace Experience Coordinator forms part of the Workplace and Facilities Management team within Procurement and Workplace Management. The role supports TMHCC’s London offices by delivering a professional, welcoming and efficient front-of-house, visitor and workplace service experience.

The role is fully office based and requires flexibility to support service delivery across St Botolph Building and 20 Fenchurch Street, including reception, hosting, meeting-room support, switchboard duties and general workplace operations.

Role Purpose

To provide a consistent, high-quality workplace experience for colleagues, clients and visitors by ensuring front-of-house services, client hosting, meeting-room coordination and day-to-day workplace support are delivered professionally, efficiently and in line with business needs.

Key Responsibilities

• Deliver a professional first point of contact for visitors, clients and colleagues, including greeting visitors, confirming the purpose of visits and liaising with hosts.
• Manage visitor registration, temporary passes, building access processes and relevant front-of-house records.
• Provide reception, hosting and hospitality support for client meetings, visitors, broker lounge activity and workplace events.
• Maintain awareness of expected visitors, senior stakeholders and key client meetings to support a professional and well-managed visitor experience.
• Coordinate meeting-room requirements, room presentation, catering, refreshments, stationery and related workplace supplies.
• Liaise with IT/AV support, catering, security and other service partners to ensure meetings rooms and front-of-house services are ready for use. 
• Answer and route incoming calls, manage shared mailbox enquiries and provide accurate information to colleagues, visitors and service partners.
• Support couriers, deliveries, workplace requests and general operational activities, escalating issues where appropriate.
• Work flexibly across both London offices and support planned or short notice cover for leave, absence, events and changing business requirements.

Performance Objectives

• Deliver a consistently professional and welcoming front-of-house experience across both London offices.
• Build effective knowledge of visitor, meeting-room, hospitality, switchboard and workplace support processes within the first three to six months.
• Operate collaboratively as part of one London front-of-house team, providing reliable cross-site support and contributing to continuous service improvement.

Skills and Experience

Essential

·       Previous experience in corporate reception, hospitality, front-of-house, customer service or a similar client-facing environment.

·       Excellent customer service and interpersonal skills, with a confident and professional communication style.

·       Ability to interact appropriately with colleagues and visitors at all levels, including senior executives and external clients.

·       Strong organisational skills and attention to detail, with the ability to manage competing requirements calmly.

·       Comfortable using telephone, visitor-management, meeting-room and Microsoft Office systems.

·       Ability and willingness to work flexibly across both London locations and varied working patterns within the service hours.

·       A collaborative, team-focused approach and willingness to support colleagues when service requirements change.

Desirable

·       Experience within insurance, financial services, professional services or another corporate environment.

·       Experience of both reception and client hosting/hospitality.

·       First Aid and/or Fire Marshal training.

·       Experience supporting corporate events or high-profile client meetings.

What We Offer

The Tokio Marine HCC Group of Companies offers a competitive salary and employee benefit package. We are a successful, dynamic organisation experiencing rapid growth and are seeking energetic and confident individuals to join our team of professionals.

The Tokio Marine HCC Group of companies is an equal opportunity employer.  Please visit www.tmhcc.com for more information about our companies.