Job Description

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.

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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.

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The venue provides a unique mix of day-to-day hospitality, meetings, private functions and event catering, creating a varied and engaging setting for an experienced Front Desk & Function Coordinator to be part of.

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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.

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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.

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The venue provides a unique mix of day-to-day hospitality, meetings, private functions and event catering, creating a varied and engaging setting for an experienced Front Desk & Function Coordinator to be part of.

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Role Summary

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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.

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Front Office & Functions Coordinator

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About the Venue

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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.

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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.

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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.

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Key Responsibilities

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Front Office & Guest Services

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- Manage front office duties including guest enquiries, switchboard, and professional reception of visitors and clients
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- Provide basic check-in and check-out support as required
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- Deliver a consistently high standard of customer service for corporate and internal stakeholders
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- Demonstrate strong inbox management skills, ensuring timely and professional responses to multiple email accounts
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Sales, Functions & Events

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- Handle function and group enquiries, preparing proposals, contracts, and converting leads
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- Coordinate meetings, conferences, and events end-to-end, including:n n
- Diary and room allocations
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- Function sheets and run sheets
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- Catering and AV requirements
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- Internal handover to operations and F&B; teams
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- Manage the commincation of the events from first contact through to post-event follow-up and feedback
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- Identify and support upselling opportunities including room upgrades, meeting packages, and F&B; add-ons
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Administration & Reporting

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- Maintain accurate records in CRM, function booking systems, including client profiles, rates, and contact history
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- Maintain client communication databases (Mailchimp) to support seasonal and promotional campaigns
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- Produce basic reports on enquiries, conversion, bookings, and event performance
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- Perform weekly banking duties
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- Prepare and monitor invoices in support of finance requirements
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Skills & Experience

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- Previous experience in hotel front office, reservations, or conference and events sales, ideally in a corporate or upscale hospitality environment
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- Strong written and verbal communication skills with a polished, professional phone manner
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- Proven customer service skills with the ability to resolve guest and client issues diplomatically
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- High attention to detail and the ability to manage multiple enquiries and deadlines
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- Experience using CRM, and office systems; hotel or event systems are highly regarded
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- Strong inbox management skills, with the ability to prioritise and respond efficiently across multiple email accounts
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- Australian work rights are required for this position
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Technical Skills

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- Proficient in MS Office and Google Docs/Sheets
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- Strong calendar and diary management skills
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- Experience with Ivvy Functions Management (preferred but not essential)
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- Experience with OpenTable reservations (preferred but not essential)
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What We Offer

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- Monday to Friday shifts with the hours being between 9am - 5pm
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- Closed over Christmas and New Year and on public holidays
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📌 Front Office & Functions Coordinator (Victoria)
🏢 Clement Janken
📍 Victoria