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.

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 & 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.

Key Responsibilities 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 robust 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

Solid 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)

What We Offer

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

Closed over Christmas and New Year and on public holidays

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📌 Front Office & Functions Coordinator (Port Phillip City)
🏢 Clement Janken
📍 Port Phillip City