The Corporate Receptionist & Facilities Coordinator is responsible for providing a professional front-of-house experience while supporting the day-to-day facilities operations of the office. This role serves as the first point of contact for visitors, clients, and staff, ensuring exceptional customer service and a safe, efficient, and well-maintained workplace environment.

Reception Duties

- Act as a point of contact on the client level regarding meeting & greeting clients and BDO staff.
- Register all BDO guests (Clients, contacts & BDO staff from other BDO offices) into the Investa base building portal.
- Provide concierge duties to guide visitors and employees to relevant meeting rooms.
- Effective and qualified operation of the Firm's switchboard including transferring calls and providing messages to the appropriate Partner/staff member.
- Manage the Meeting Room Manager (Nuraspace system) to ensure that the meeting rooms are optimally used with client meetings take priority (Meetings may be relocated by Reception staff based on needs).
- Proactively manage any meetings that may over-run and impact on other meetings scheduled.
- Ensure the reception area is always tidy & clean and that all meeting rooms are ready for the next meeting. Walk floor regularly throughout the day to ensure the floor presented professionally.
- Trouble shoot any AV issues in the meeting rooms as required. Escalate to IT if required.

Mailroom Duties Back-up and assist the facilities assistant when required with mailroom duties
- Accurately open, sort and prepare incoming mail for scanning and distribute incoming mail into the correct digital business unit's folders in the J Drive and advise business units.
- Prepare outgoing mail and packages for shipment, ensuring proper packaging, labeling, and compliance with postal regulations, Frank and preparing all outbound mail by 2pm.
- Register all incoming couriers and advise BDO staff.
- Liaise with external courier services providers for pick-ups and deliveries.




- Monitor and maintain mailroom equipment, such as postage meters and scanners, and manage inventory of mailroom supplies.
- Security: Ensure the security of mail and packages and adhere to established security procedures.

Procurement Duties
- Purchase goods or services that meet the quantity and quality expectations of the organisation in conjunction with the Senior Facilities Manager, source vendors for goods and services, negotiating and evaluating prices and contract terms.
- Track inventory and restock goods as required.
- Firms' corporate stationery, printed stationery and postal consumables as well as other adhoc consumables.
- Process and submit all relevant invoices, ensuring they have been coded correctly and are approved in the required timeframe.
- Stay up to date on industry trends and new products.

Facilities Duties
- Review and attend to the facilities ticket portal for requests and issues.
- Assist the Senior Facilities Manager in managing the security card database including issuing, deleting, and editing security cards for staff as required.
- Lodging Building Tenant Portal requests as required.
- Assist the Senior Facilities Manager in the management of the offsite storage facility, ensuring all details are accurately maintained, updated in the system and managed in accordance with the relevant archiving & retention policy requirements.
- Assist the Senior Facilities Manager with management of the parking facilities.
- Assist the Senior Facilities Manager in managing facilities office wide communication.
- Manage and update all facilities, reception, and catering documents in the appropriate document management system.
- Assist the Senior Facilities Manager with management of WH&S; requirements including keeping all relevant registers up to date.
- Provide other ad-hoc administrative duties as required.

Working Hours: 9:30am - 6pm The role of the Corporate Receptionist & Facilities Coordinator will be required to cover the corporate receptionist role when on leave (8am - 4.30pm).

📌 Corporate Receptionist & Facilities Coordinator (Sydney)
🏢 Bdo Australia
📍 Sydney