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.

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)

• Monday to Friday shifts with the hours being between 9am - 5pm

• Closed over Christmas and New Year and on public holidays