Client Services Coordinator

MinterEllison; City of Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

MinterEllison Melbourne is seeking a Client Services Coordinator to lead a premier reception experience on our busy client floor.

You will manage meeting room allocations via EMS, support events, and ensure top-tier service for clients and staff. 3–5 years in corporate hospitality or reception roles and proficiency with MS Office and room-booking systems are preferred.

Qualifications

• 3–5 years' experience in corporate hospitality, restaurant operations or reception roles.
• Experience with room booking or restaurant reservation systems, AV and technology.
• Events management hands-on experience.
• Experience delivering premium service and offerings.

Responsibilities

• Actively manage client meeting rooms, ensuring the appropriate room is allocated for each meeting or event via the EMS room booking system.
• Use EMS to manage workflows on the client floor.
• Maintain data integrity in EMS and provide regular and ad hoc reporting.
• Coordinate room setup with AV, catering and furniture.
• Oversee day-to-day operations of the Client Floor and ensure high service standards.
• Coordinate resources for reception, events and functions including weekly roster; supervise after-hours events.
• Collaborate with Events team and EAs to manage events and budgets.
• Work with Premises team on maintenance and servicing commitments.
• Provide back-up support to Client Services Assistants (clear rooms, AV, etc.).
• Build trusted relationships with team members and stakeholders across the firm.

Skills

Corporate hospitality experience

Reception management

Event coordination

AV/tech systems

Microsoft Office

Education

Hospitality Diploma

Tools

EMS room booking system

Microsoft Office Suite

Job description

Location: Melbourne

Contract Type: Permanent

MinterEllison is one of Australia’s largest independent law and consulting firms. With a heritage of almost 200 years, we are known for our excellence, and our authentic and enduring relationships with our clients, our people and our communities. Clients seek out MinterEllison to help them solve complex problems every day. We do this by our full-service legal offering and complementary consulting offering.

We offer opportunities to work on industry-leading mandates for top-tier clients, while being part of a high-performing and collaborative team that values excellence, diversity of thought, curiosity, and inclusion. We value our people and empower them to achieve their ambitions - with the support, trust and autonomy to grow their careers in meaningful ways.

At MinterEllison, we're leading the way with AI and other emerging technologies, powering innovation right across our firm. You will have the opportunity to engage with AI tools we've built, and other external AI tools, to enhance efficiencies and excellence internally and with our clients.

We support sustainable ways of working regarding how, when and where you work and offer a wide range of social, financial and health benefits (see https://www.minterellison.com/-/media/Minter-Ellison/Files/Careers/MinterEllison-Employee-Benefits-Dec_2025.pdf )

The Team

Our innovative and professional Client Services team are at the very front line of the business and are responsible for ensuring the smooth running of our busy and vibrant client floor. This team interacts with all teams across the firm and manages a wide variety of client and staff meetings and events.

Your Role

You are responsible for creating an exemplary Reception experience and for coordinating the Client Services team to ensure we are delivering first class service for our clients and employees.

The main areas this position is responsible for include:

• Actively manage client meeting rooms, ensuring the appropriate room is allocated for each meeting or event via the firm's room booking system (EMS).
• Use EMS (room booking system) to manage workflows on the client floor.
• Maintain data integrity in EMS (room booking system) and provide regular and ad hoc reporting as required.
• In conjunction with the Client Services Assistant Lead, ensure all meeting rooms are set up correctly with the appropriate resources (AV, catering, furniture, etc.).
• Coordinate the day-to-day operations of the Client Floor and ensure tasks are performed efficiently and to the highest service standard.
• Coordinate resource requirements for reception, events and functions including the weekly roster. Supervise after hours events as required.
• Work with the Events team and Executive Assistants to manage events including planning, liaising with external parties, managing event budgets, confirmations, etc.
• Work with the Premises team to ensure maintenance and servicing commitments are carried out in a timely manner.
• Provide back up support to the Client Services Assistants when required, including clearing rooms, room set ups, AV support, etc.
• Develop and maintain trusted relationships with team members, partners and stakeholders across the firm.
• Provide administrative support including reporting, invoicing, ordering, wine allocation and stock management.
• Working with the Team Leader, Head Chef and CSA Lead to ensure that all areas of the floor are organised and collaborating seamlessly.
• Proactively seek opportunities to improve processes and procedures and enhance the service offering.
• Collaborate with Business Operations teams nationally and drive the national alignment of policies, procedures, services and products.
• Assist with key projects and other ad hoc duties as required.

More About You

We welcome applicants who have:

• Minimum of 3-5 years' experience in corporate hospitality, restaurant operations or Reception role.
• Experience with room booking or restaurant reservation systems, AV and technology.
• Events management hands-on experience.
• Experience delivering premium service and offerings.

Essential Requirements

• Proficient in Microsoft Office suite of programs including Excel, Word, PowerPoint, and database programs.
• Solutions-focused, proactive client service approach.
• Ability to quickly develop strong, trusted relationships with key stakeholders and establish credibility and rapport.
• Ability to adapt and be flexible to meet changing requirements and needs.

Desirable

• Hospitality Diploma
• First Aid Certificate/Warden Experience.
• RSA Certification.