Workplace Experience Specialist – AU & Global

IFS; Western Australia; Hybrid; AUD 60,000 - 75,000; Full time

Job summary

IFS is seeking a proactive Workplace Experience Coordinator to deliver a welcoming and seamless experience across Australia’s offices. You will be the first contact for staff and visitors, ensuring space readiness and coordinating events, bookings, and daily operations.

You will work with local leadership and vendors to maintain high standards, manage facilities requests, and support health, safety, and security procedures. Occasional travel to Perth or Sydney may be 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.

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 both local and regional guidelines.
• 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.
• 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

Office coordination

Hospitality

Administration

MS Office

Communication

Multi-location coordination

Tools

Microsoft Office Suite

Job description

IFS is seeking a proactive Workplace Experience Coordinator to deliver a welcoming and seamless experience across Australia’s offices. You will be the first contact for staff and visitors, ensuring space readiness and coordinating events, bookings, and daily operations.

You will work with local leadership and vendors to maintain high standards, manage facilities requests, and support health, safety, and security procedures. Occasional travel to Perth or Sydney may be required.