Front Office & Hospitality Coordinator

Position Summary: The Front Office & Hospitality Coordinator is responsible for delivering a professional, welcoming and high-quality front-of-house experience for visitors, employees, clients, candidates and external stakeholders. As the first point of contact for the organisation, this position plays an important role in representing the company’s values and maintaining a polished, organised and hospitality-focused workplace environment. The role coordinates reception services, visitor management, meeting rooms, catering, corporate hospitality, workplace amenities, office presentation and general administrative support. The successful candidate will demonstrate excellent customer service, strong organisational skills, professional communication and the ability to manage multiple priorities in a fast-paced corporate environment.

Key Responsibilities

Front Office & Reception Management

• Provide professional reception and telephone services to internal and external stakeholders.
• Greet and welcome visitors, clients, candidates, contractors and service providers in a warm and professional manner.
• Ensure all visitors are appropriately registered, announced and directed to the relevant contact or meeting location.
• Maintain an organised, professional and welcoming reception area at all times.
• Manage incoming telephone calls, general enquiries and email correspondence, directing matters to the appropriate person or department.
• Maintain accurate visitor records and follow company security and visitor-management procedures.
• Manage incoming and outgoing mail, courier deliveries, parcels and document distribution.
• Coordinate visitor parking, building access and other arrival arrangements, where required.
• Maintain confidentiality when handling visitor information, telephone enquiries and sensitive business matters.
• Regularly review reception procedures and recommend service improvements.Corporate Hospitality and Visitor Experience
• Deliver a consistently professional and customer-focused experience for all visitors and stakeholders.
• Coordinate hospitality arrangements for executive meetings, client meetings, interviews, workshops and corporate events.
• Welcome VIP visitors and ensure their arrival, meeting and departure arrangements are professionally coordinated.
• Arrange and serve refreshments for meetings, visitors and company functions.
• Coordinate catering requirements, including obtaining quotations, placing orders, confirming dietary requirements and monitoring delivery.
• Ensure kitchens, tea points, meeting rooms and hospitality areas are clean, presentable and appropriately stocked.
• Monitor the quality and presentation of hospitality services provided by internal teams and external suppliers.
• Maintain awareness of scheduled meetings and visitor requirements to ensure appropriate preparation.
• Assist with restaurant reservations, transportation arrangements and other reasonable hospitality requirements for guests and executives.
• Collect visitor and stakeholder feedback, where appropriate, and support improvements to the front-office experience.Meeting Room and Conference Coordination
• Manage meeting room calendars, bookings and availability.
• Prepare meeting rooms before meetings, interviews, presentations and video conferences.
• Ensure meeting rooms are clean, professionally presented and supplied with the required stationery, refreshments and equipment.
• Coordinate video conferencing and audiovisual requirements in collaboration with the IT team.
• Check meeting rooms following use and arrange prompt cleaning, resetting or replenishment as required.
• Resolve meeting room conflicts and support employees with alternative arrangements.
• Maintain meeting room standards and immediately report equipment or facilities issues.
• Support the preparation of meeting agendas, attendance lists, name cards and other materials when required.Office Presentation and Workplace Experience
• Maintain a high standard of presentation throughout reception, meeting rooms, kitchens, common areas and other client-facing spaces.
• Conduct regular workplace inspections and promptly report maintenance, cleaning, safety or presentation concerns.
• Coordinate office cleaning, waste management, pest control, indoor plants and other workplace presentation services.
• Monitor office and kitchen supplies, including stationery, beverages, refreshments and hospitality consumables.
• Maintain appropriate stock levels and arrange timely replenishment.
• Coordinate office maintenance requests and liaise with building management, contractors and service providers.
• Support the administration of office service contracts, including cleaning, security, printers, telecommunications and maintenance services.
• Assist with employee seating arrangements, workstation preparation and office access requirements.
• Promote a professional, welcoming and functional workplace environment for employees and visitors.Events and Functions Coordination
• Support the planning and delivery of internal meetings, corporate events, employee functions, workshops, inductions and engagement activities.
• Coordinate venues, room layouts, catering, equipment, invitations and event materials.
• Liaise with internal stakeholders and external suppliers to confirm event requirements.
• Maintain event schedules, supplier details, attendance information and associated documentation.
• Assist with event setup and ensure rooms and hospitality areas are restored following events.
• Support employee celebrations, recognition activities and other workplace initiatives.
• Monitor event-related expenditure and process supplier documentation in accordance with company procedures.Travel and Guest Support
• Coordinate accommodation, airport transfers, ground transportation and local travel requirements for authorised visitors and executives.
• Prepare and distribute travel itineraries and guest arrival information.
• Manage changes, cancellations and urgent travel requests in accordance with company policy.
• Liaise with hotels, transport providers and other hospitality suppliers.
• Ensure travel and accommodation arrangements are accurate, cost-effective and aligned with approved requirements.
• Assist interstate and international visitors with general information regarding the office, local transportation and meeting arrangements.
• Maintain accurate records of bookings, confirmations and supplier invoices.Administration and Office Support
• Provide general administrative support to Human Resources, senior management and other business functions as required.
• Assist with the preparation of correspondence, reports, presentations, spreadsheets and meeting documents.
• Maintain accurate filing systems, contact lists, electronic records and office documentation.
• Process purchase orders, invoices and expense documentation relating to hospitality and office services.
• Maintain supplier information, service schedules and relevant contractual documentation.
• Coordinate stationery, office supplies, kitchen inventory and general workplace resources.
• Assist with employee onboarding activities, including office orientation, workstation readiness, access requirements and welcome arrangements.
• Coordinate with IT, facilities and relevant departments regarding requirements for new starters and visitors.
• Undertake additional front-office, hospitality or administrative duties as directed by management.
• Participate in continuous improvement initiatives to enhance reception, hospitality and office-administration processes.Stakeholder and Employee Support
• Develop positive and professional working relationships with employees, visitors, clients, contractors and external service providers.
• Respond promptly and professionally to general office, hospitality and visitor-related enquiries.
• Provide new employees with information regarding office facilities and workplace procedures.
• Work collaboratively with Human Resources, IT, facilities, executive support and other internal teams.
• Communicate effectively with suppliers and ensure agreed service standards are maintained.
• Handle complaints or service concerns professionally and escalate matters when appropriate.
• Demonstrate cultural awareness and provide respectful service to stakeholders from diverse backgrounds.
• Maintain a high standard of customer service, professionalism and discretion at all times.Qualifications & Experience:
• Minimum three to five years of experience in front office, reception, corporate hospitality, hotel operations, office coordination, administration or a similar customer-facing role.
• Demonstrated experience managing reception operations and providing a high standard of visitor service.
• Experience coordinating meeting rooms, catering, workplace amenities and corporate functions.
• Strong customer service orientation with a professional and welcoming approach.
• Excellent verbal and written communication skills.
• Strong organisational, prioritisation and time-management capabilities.
• High level of attention to detail, accuracy and workplace presentation.
• Ability to manage competing priorities and respond calmly to changing requirements.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint and Teams.
• Experience maintaining office supplies, hospitality inventory and supplier relationships.
• Ability to exercise discretion and maintain confidentiality. Professional personal presentation and conduct appropriate for a corporate front-of-house environment.