Front Office & Mobilisation Coordinator

About the role: The Front Office & Mobilisation Coordinator is responsible for delivering professional front-of-house services while coordinating employee and contractor mobilisation activities across the business. This role acts as the first point of contact for visitors, employees, candidates, and external stakeholders, ensuring a positive and professional experience while supporting workforce mobilisation, onboarding, travel arrangements, accommodation bookings, compliance documentation, and general office administration.

Key Responsibilities:

• Provide professional reception and telephone services to internal and external stakeholders
• Greet and welcome visitors, clients, contractors, and candidates, ensuring a positive first impression
• Manage reception operations and maintain a professional front-office environment
• Coordinate end-to-end mobilisation activities for employees and contractors
• Support onboarding processes by ensuring all pre-employment and mobilisation requirements are completed
• Monitor and track compliance documentation, including right-to-work documentation, qualifications and certifications, medical assessments, police clearances, training records, and site-specific requirements
• Book flights, accommodation, airport transfers, and travel itineraries for employees, contractors, and visitors
• Manage office supplies, stationery, kitchen inventory, and general office resources
• Respond to employee and contractor enquiries related to mobilisation and onboarding
• Provide exceptional customer service at all times

Required Qualifications & Experience:

• Minimum 5 years' experience in Reception, Administration, Mobilisation, Workforce Coordination, or a similar role
• Experience coordinating travel, accommodation, and workforce mobilisation activities
• Strong organisational and time management skills
• Excellent verbal and written communication skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Ability to work under pressure and manage competing priorities
• Strong customer service focus and professional presentation
• Experience using mobilisation or HRIS systems
• Knowledge of compliance and onboarding requirements within project-based environments