Workplace Experience Coordinator Melbourne, Victoria, Australia Facility Management

IFS; Melbourne; Hybrid; AUD 60,000 - 80,000; Full time

Job summary

IFS in Australia seeks a Workplace Experience Coordinator to deliver a high-quality, welcoming workplace experience across multiple office locations. You will be the first point of contact for employees, visitors, vendors, and partners, ensuring a professional environment and smooth daily operations.

You will handle space readiness, meetings, events, vendor coordination, and asset management, while aligning with regional Workplace Experience standards.

Qualifications

• 1–2 years in office coordination, hospitality, or administration.
• Highly organised with strong attention to detail.
• Proficient in Microsoft Office Suite.
• Excellent communication and interpersonal skills, collaborating with senior leaders.
• Ability to manage multiple priorities across locations.
• Experience in a software or IT company.

Responsibilities

• Serve as the first 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 and assets.
• Manage incoming and outgoing mail and courier shipments.
• Oversee office keys, access badges/ID passes, and car parking access where applicable.
• Support the organisation of internal events and meetings, including logistics, room bookings, catering, and on‑site coordination.
• Contribute to regional workplace initiatives such as sustainability, wellbeing, and employee engagement projects.
• Provide administrative support to the Workplace Experience team and local leadership.

Skills

Office coordination

Hospitality

Administration

Communication

Multitasking

C-level liaison

Tools

Microsoft Office

Job description

IFS is a billion-dollar revenue company with 7000+ employees on all continents. Our leading AI technology is the backbone of our award‑winning enterprise software solutions, enabling our customers to be their best when it really matters–at the Moment of Service. Our commitment to internal AI adoption has allowed us to stay at the forefront of technological advancements, ensuring our colleagues can unlock their creativity and productivity, and our solutions are always cutting‑edge.

At IFS, we’re flexible, we’re innovative, and we’re focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society’s greatest challenges, fostering a better future through our agility, collaboration, and trust.

We celebrate diversity and understand our responsibility to reflect the diverse world we work in. We are committed to promoting an inclusive workforce that fully represents the many different cultures, backgrounds, and viewpoints of our customers, our partners, and our communities. As a truly international company serving people from around the globe, we realize that our success is tantamount to the respect we have for those different points of view.

By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world.

We’re looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs. With the power of our AI‑driven solutions, we empower our team to change the status quo and make a real difference.

If you want to change the status quo, we’ll help you make your moment. Join Team Purple. Join IFS.

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.

Qualifications

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