Receptionist & Office Coordinator

HITCH; Sydney; On-site; AUD 60,000 - 75,000; Full time

Job summary

Hitch is seeking a polished Receptionist & Office Coordinator to join our Sydney operations team. This full-time role centers on front-of-house client service, meeting-room readiness, and day-to-day administration to keep the office running smoothly.

You will warmly welcome clients, manage the reception line, handle mail and document management, and support principals and staff with travel and general office coordination.

Qualifications

• Previous experience in reception/front-of-house or office administration, preferably in professional services.
• Polished and professional demeanor with clients and colleagues.
• Excellent attention to detail and confidentiality.
• Ability to manage competing priorities calmly.

Responsibilities

• Welcoming clients and visitors with warmth and professionalism at front desk.
• Manage the firm’s reception phone line, directing calls promptly and courteously.
• Receive deliveries and liaise with couriers, ensuring items are distributed to the relevant team.
• Coordinate meeting room bookings across our four meeting rooms and resolve scheduling conflicts.
• Provide hospitality to clients, refreshments and coffee orders from local suppliers.
• Coordinate catering for meetings and events and liaise with suppliers.
• Monitor the admin inbox, triage emails and allocate to relevant team member.
• Coordinate travel arrangements for principals as required, including flights and accommodation.

Skills

Front desk management

Phone line management

Shared inbox management

Meeting room coordination

Hospitality & catering

Office supplies management

Microsoft 365

Tools

Outlook

Word

Excel

Teams

Job description

As our administration team continues to grow, we are seeking a polished and proactive Receptionist & Office Coordinator to join our operations team. This is a varied, hands-on role at the centre of the firm, combining front-of-house client service with the daily and weekly administration that keeps our office running seamlessly.

You will be responsible for creating a warm and professional first impression, ensuring our meeting rooms and shared spaces are always client-ready, and supporting our principals and team members with mail, correspondence, document management and travel. This role suits someone who is highly organised, personable and takes pride in getting the details right.

This is a full-time role based in our Sydney office.

The opportunity

As our administration team continues to grow, we are seeking a polished and proactive Receptionist & Office Coordinator to join our operations team. This is a varied, hands-on role at the centre of the firm, combining front-of-house client service with the daily and weekly administration that keeps our office running seamlessly.

You will be responsible for creating a warm and professional first impression, ensuring our meeting rooms and shared spaces are always client-ready, and supporting our principals and team members with mail, correspondence, document management and travel. This role suits someone who is highly organised, personable and takes pride in getting the details right.

This is a full-time role based in our Sydney office.

Why this role

• Be the face of a progressive national boutique law firm, and the first point of contact for our clients and visitors.
• Take genuine ownership of the front desk and the smooth day-to-day running of our office.
• Join a growing operations team in a firm that invests seriously in its people, technology and systems.

The work

Reception and client service

• Welcome clients and visitors with warmth and professionalism, managing arrivals and ensuring a seamless front-of-house experience.
• Manage the firm’s VXT reception phone line, answering and directing calls promptly and courteously.
• Receive deliveries and couriers, liaise with delivery personnel and ensure items are distributed promptly to the relevant team member.

Meeting rooms and hospitality

• Manage the meeting room booking calendar across our four meeting rooms, resolving any scheduling conflicts.
• Prepare and present each meeting room to a high standard ahead of scheduled client meetings, and reset rooms after use.
• Provide hospitality to clients and visitors, including water and glassware, refreshments and coffee orders from the local café.
• Coordinate catering for firm meetings, events and functions as required, liaising with suppliers and managing orders.

Admin inbox and correspondence

• Monitor the firm’s admin inbox throughout the day, triaging incoming emails and actioning them or allocating them to the relevant team member.
• Ensure all enquiries are responded to promptly and professionally, and that the inbox is actioned or allocated by the end of each day.
• Escalate urgent or time-sensitive matters to the appropriate principal or team member.

IP Australia - trademarks

• Monitor IP Australia trademark correspondence, allocate it to the relevant matters and prepare client updates.

Mail, couriers and document management

• Manage all incoming and outgoing mail, couriers and Express Post, including the daily post box drop-off.
• Book outgoing couriers and maintain accurate dispatch records.
• Scan documents for our Adelaide and Melbourne teams as required and save them to the relevant matters.
• Maintain stocks of envelopes and prepaid postage supplies.

Safe custody

• Manage the receipt of safe custody documents, ensuring each is scanned, saved to the firm’s document management platform and securely stored in safe custody.

Office supplies and suppliers

• Place and manage the Woolworths order for all offices.
• Manage paper and stationery supplies through Officeworks, and ensure printers are stocked with paper daily.
• Arrange for Shred-X secure document bins to be emptied as required.

Kitchens, facilities and office presentation

• Maintain the client and staff kitchens to a high standard, including unloading the dishwasher, setting out clean plates and cutlery each morning and monitoring stock levels.
• Clean and maintain the office coffee machines.
• Maintain the general presentation of the office, including caring for indoor plants and returning wastebins to the car park following twice-weekly collections.
• Act as the point of contact for building management, cleaners and maintenance providers, and report any repairs.

Travel and principal support

• Coordinate travel arrangements for principals as required, including flights and accommodation, ensuring itineraries are accurate and confirmed in advance.

General support

• Assist with preparing workstations, organising access cards and office inductions.
• Assist with the witnessing, binding and dispatch of documents as directed.
• Handle all client information, correspondence and documents with strict confidentiality.
• Provide general administrative support to the operations team and principals as required.

About you

You are a natural people person who takes pride in a well-run office and enjoys being the person everyone can rely on. You are calm under pressure, comfortable juggling competing priorities and do not need to be told twice. You will likely have:

• Previous experience in a reception, front-of-house or office administration role, ideally within a law firm or professional services environment.
• A warm, polished and professional manner with clients, visitors and colleagues.
• Exceptional attention to detail and a methodical approach to daily tasks.
• Discretion and sound judgement when handling confidential information.

Strong experience in:

• Managing a busy front desk, phone line and shared inbox.
• Coordinating meeting rooms, hospitality, catering and office supplies.
• Communicating clearly and professionally with internal teams and external contacts.
• Organising your own workload and meeting daily deadlines with minimal supervision.
• Using Microsoft 365, including Outlook, Word, Excel and Teams.

It is a plus if you also have:

• Experience with Actionstep or another legal practice management system, including saving documents to matters.
• Experience with VXT or another cloud-based phone system.
• Familiarity with IP Australia correspondence or trademark administration.
• A track record of improving processes, not just following them.

Hitch

Hitch is a national boutique law firm for growth businesses and high net worth individuals. We are progressive in how we run the firm, with serious investment in technology, AI and the people around them. Clients come to us for clear advice, fast problem solving and direct access to senior lawyers. If this sounds like the kind of place you want to do your best work, we want to hear from you.