Workplace Experience Coordinator

Ifs1; Perth; On-site; AUD 55,000 - 75,000; Full time

Job summary

Ifs1 is seeking a Workplace Experience Coordinator to deliver a welcoming and seamless experience for employees and visitors across Australia.

You will be the first point of contact for Australian offices, ensure space readiness, support events, and coordinate facilities needs, working with the Regional Workplace Experience Manager and stakeholders. Occasional travel to Perth and Sydney may be required.

Qualifications

• Fluent in English.
• Minimum 1-2 years of experience in office coordination, hospitality, administration, or workplace services.
• Highly organised with strong attention to detail and a proactive approach.
• Proficient in Microsoft Office Suite.
• Excellent communication and interpersonal skills, including collaboration with C-level.
• Ability to manage multiple priorities, locations and coordinate across teams.

Responsibilities

• Serve as the first point of contact for employees, visitors, vendors, and external partners, ensuring a professional and welcoming experience at all times.
• Ensure daily space readiness across all office areas, including open-plan spaces, meeting rooms, reception, kitchens, and shared facilities.
• Coordinate meeting room bookings, internal events, and day-to-day office activities.
• Liaise with building management and service providers to report, track, and resolve facilities and maintenance issues.
• Maintain workplace standards and support compliance with health, safety, and security procedures, in line with local and regional guidelines.
• Coordinate orders for office supplies, catering, coffee, beverages, and workplace services.
• Support vendor onboarding, manage purchase orders, and maintain records of supplier contracts, assets, and inventory.
• Manage incoming and outgoing mail and courier shipments.
• Oversee office keys, access badges/ID passes, and parking access where applicable.
• Support the organisation of internal events and meetings, including logistics, room bookings, catering, and on-site coordination.
• Contribute to regional and local workplace initiatives such as sustainability, wellbeing, and employee engagement projects.
• Provide administrative support to the Workplace Experience team and local leadership.
• Maintain workplace documentation, tracking tools, and operational records, contributing to regional reporting where required.

Skills

Fluent English

Office coordination

Organised

Communication

Tools

Microsoft Office

Job description

The Workplace Experience Coordinator plays a key role in delivering a high‑quality, welcoming, and seamless workplace experience for employees and visitors within an international organisation operating across multiple office locations in Australia.

Acting as the first point of contact for the offices in Australia, the role ensures daily space readiness, supports employee engagement and events, and proactively coordinates facilities and operational needs.

Working closely with the Regional Workplace Experience Manager, regional stakeholders, building management, and vendors, this position contributes to a consistent, high‑standard workplace experience while responding to local office needs.

Working closely with the Regional Workplace Experience Manager, regional stakeholders, building management, and vendors, this position contributes to a consistent, high‑standard workplace experience while responding to local office needs.

Occasional travel to other Australian office locations, including Perth and Sydney, may be required from time to time to support workplace activities, projects, events, and operational requirements.

Front of House & Employee Experience

• Serve as the first point of contact for employees, visitors, vendors, and external partners, ensuring a professional and welcoming experience at all times
• Support a customer‑centric workplace culture aligned with company‑wide Workplace Experience standards

Workplace Operations & Facilities Coordination

• Ensure daily space readiness across all office areas, including open‑plan spaces, meeting rooms, reception, kitchens, and shared facilities.
• Coordinate meeting room bookings, internal events, and day‑to‑day office activities.
• Liaise with building management and service providers to report, track, and resolve facilities and maintenance issues.
• Maintain workplace standards and support compliance with health, safety, and security procedures, in line with both local and regional guidelines.

Vendor, Asset & Supply Management

• Coordinate orders for office supplies, catering, coffee, beverages, and workplace services.
• Support vendor onboarding, manage purchase orders, and maintain accurate records of supplier contracts, office assets, and inventory levels.
• Manage incoming and outgoing mail and courier shipments.
• Oversee office keys, access badges/ID passes, and car parking access where applicable.

Events & Engagement Support

• Support the organisation of internal events and meetings, including logistics, room bookings, catering, and on‑site coordination.
• Contribute to regional and local workplace initiatives such as sustainability, wellbeing, and employee engagement projects.

Administrative & Project Support

• Provide administrative support to the Workplace Experience team and local leadership.
• Maintain workplace documentation, tracking tools, and operational records, contributing to regional reporting where required.

Essential:

• Fluent in English
• Minimum 1-2 years of experience in office coordination, hospitality, administration, or workplace services
• Highly organised with strong attention to detail and a proactive approach
• Proficient in Microsoft Office Suite
• Excellent communication and interpersonal skills also collaborating with C-level
• Ability to manage multiple priorities, locations and coordinate across teams

Desirable:

• Experience in a similar role within the software or IT industry