Receptionist Workplace Coordinator- Onsite

The Receptionist Workplace Coordinator plays a critical role in creating a welcoming, organised, and high-performing workplace. This is a site based role and the position is responsible for the day-to-day presentation, functionality, and overall office experience.

With a strong focus on workplace pride, the role proactively maintains a professional, clean, and inviting environment supporting both employees and visitors.

Reporting to the Workplace Operations Manager, we ask that you have a service-first mindset to ensure the office operates seamlessly and delivers an exceptional workplace experience.

What you'll need to bring to the party

• Pride in presentation – takes ownership of maintaining a high quality office environment
• Proactive & self-motivated – identifies what needs to be done and acts without direction
• Service oriented mindset – genuinely motivated to support staff and enhance their experience
• Highly organised with strong attention to detail
• Strong communication skills and professional manner
What you'll be doing

• Reception & Front of House· Maintain a visible and professional front-of-house presence during main business hours.
• Deliver a professional and welcoming front-of-house experience, serving as the first contact for visitors, employees, and external partners while managing reception and incoming calls.
• Manage all visitor processes, including registration, sign-in procedures, visitor badges, temporary access passes, host notifications, and compliance with security requirements.
• Oversee mail and courier services, including receiving, distributing, scanning, and dispatching correspondence, packages, and deliveries.
• Maintain accurate reception records and administrative controls, including visitor logs and related documentation, ensuring operational efficiency and adherence to workplace standards. Workplace Experience & Presentation• Maintain a professional, welcoming, and well-presented office environment across reception, meeting rooms, kitchens, and common areas.
• Conduct regular workplace inspections and daily opening/closing checks to ensure all spaces, furniture, equipment, lighting, and amenities are clean, functional, and ready for use.
• Create a positive workplace experience that promotes employee wellbeing, engagement, and pride in the office.
• Monitor workplace utilisation, standards, and office supplies, coordinating replenishment.
Facilities, Hospitality & Executive Support• Support catering, hospitality, and event services for meetings, boardrooms, executive visits, and internal functions.
• Prepare meeting rooms and support hybrid meetings through room setup, presentation readiness, and basic AV troubleshooting.
• Be the primary point of contact for building management, contractors, vendors, and maintenance providers, ensuring timely resolution of issues.
• Monitor workplace systems, security, access passes, printers, lockers, and office equipment to ensure smooth operations.
• Support visiting executives and guests, ensuring a seamless and professional office experience.
Administration, Compliance & Employee Support• Provide proactive daily support to employees, visitors, and team members, ensuring a high level of customer service.
• Support onboarding and offboarding activities, including workspace preparation, equipment coordination, and access management.
• Help with internal events, employee wellbeing projects, workplace communications, and administrative activities.
• Maintain workplace records, purchase requisitions, invoices, supplier information, and shared administration inboxes.
• Support health, safety, and security compliance, including emergency preparedness, incident reporting, Fire Warden and First Aid coordination, and adherence to workplace policies.

Department: Administration & Office Support
Function: Information Technology
Experience Level: Not Applicable