Front Office & Functions Coordinator

Front Office & Functions Coordinator

About the Venue

We are a well-established hospitality and events venue located within a vibrant university campus environment. With a long history of providing quality hospitality and service, the venue offers a diverse range of experiences for staff, guests and visitors.

Our facilities include multiple meeting spaces, a private dining room, restaurant and comfortable lounge area, as well as an established external catering operation supporting events and functions across the wider campus.

The venue provides a unique mix of day-to-day hospitality, meetings, private functions and event catering, creating a varied and engaging environment for an experienced Front Desk & Function Coordinator to be part of.

Role Summary

The Front Office & Functions Coordinator is a key contact for guests and corporate clients, ensuring professional front desk service while driving function and group revenue through efficient enquiry handling, accurate administration, and strong internal collaboration.

Key Responsibilities

Front Office & Guest Services

• Manage front office duties including guest enquiries, switchboard, and professional reception of visitors and clients
• Provide basic check-in and check-out support as required
• Deliver a consistently high standard of customer service for corporate and internal stakeholders
• Demonstrate strong inbox management skills, ensuring timely and professional responses to multiple email accounts

Sales, Functions & Events

• Handle function and group enquiries, preparing proposals, contracts, and converting leads

• Coordinate meetings, conferences, and events end-to-end, including:

  • Diary and room allocations
  • Function sheets and run sheets
  • Catering and AV requirements
  • Internal handover to operations and F&B teams

• Manage the commincation of the events from first contact through to post-event follow-up and feedback

• Identify and support upselling opportunities including room upgrades, meeting packages, and F&B add-ons

Administration & Reporting

• Maintain accurate records in CRM, function booking systems, including client profiles, rates, and contact history
• Maintain client communication databases (Mailchimp) to support seasonal and promotional campaigns
• Produce basic reports on enquiries, conversion, bookings, and event performance
• Perform weekly banking duties
• Prepare and monitor invoices in support of finance requirements

Skills & Experience

• Previous experience in hotel front office, reservations, or conference and events sales, ideally in a corporate or upscale hospitality environment
• Strong written and verbal communication skills with a polished, professional phone manner
• Proven customer service skills with the ability to resolve guest and client issues diplomatically
• High attention to detail and the ability to manage multiple enquiries and deadlines
• Experience using CRM, and office systems; hotel or event systems are highly regarded
• Strong inbox management skills, with the ability to prioritise and respond efficiently across multiple email accounts
• Australian work rights are required for this position

Technical Skills

• Proficient in MS Office and Google Docs/Sheets
• Strong calendar and diary management skills
• Experience with Ivvy Functions Management (preferred but not essential)
• Experience with OpenTable reservations (preferred but not essential)

What We Offer

• Monday to Friday shifts with the hours being between 9am - 5pm
• Closed over Christmas and New Year and on public holidays