Reception & Workplace Coordinator

About the role

The Reception & Workplace Coordinator plays an important role in delivering a professional, welcoming, and efficient workplace experience for employees, clients, and visitors. This position serves as the first point of contact for the office while supporting daily workplace operations and facilities coordination activities. Working closely with Workplace Management and vendor partners, the role supports front-of-house services, workplace requests, meeting and event coordination, office administration, and general workplace operations to help ensure the office environment operates smoothly and efficiently.

Key responsibilities

• Manage front desk and reception operations, greeting visitors, employees, and clients in a professional and welcoming manner
• Provide high-quality customer service and respond to workplace inquiries and requests in a timely manner
• Coordinate inbound and outbound mail, courier services, express packages, and deliveries while maintaining accurate tracking records
• Submit and monitor facility work orders with service providers and follow up on outstanding requests to support timely resolution
• Coordinate preventive maintenance activities with vendors and internal teams to minimise disruption to workplace operations
• Support meeting room operations including room setup, catering coordination, AV and technology arrangements, supply replenishment, and post-meeting readiness
• Manage meeting room bookings and AV equipment reservations through workplace management or booking systems
• Monitor and maintain pantry, kitchen, and office supplies inventory levels and coordinate replenishment with vendors
• Process and maintain office invoices and supporting documentation, including follow-up on discrepancies where required
• Support workplace health, safety, and emergency preparedness activities, including participation in emergency response procedures where applicable

About you

• Minimum 2 years of experience in workplace services, front desk operations, office administration, hospitality, or a related corporate support environment
• Strong customer service and interpersonal skills with the ability to interact professionally with employees, clients, visitors, and vendors
• Strong written and verbal communication skills
• Good organisational and multitasking skills with strong attention to detail
• Ability to manage multiple priorities and respond effectively in a fast-paced workplace environment
• Proficiency in Microsoft Office applications including Outlook, Word, Excel, and Teams
• Professional and service-oriented approach with the ability to represent the organisation at the front-of-house reception area
• Ability to work independently while collaborating effectively with workplace and facilities teams