Front of House Coordinator

Australian Business Awards - Employer of Choice 2023, 2022 & 2021

HR Awards - Excellence Awardee, Employer of Choice 2022

AFR BOSS Best Places to Work

HRD Employer of Choice

Welcome to Publicis Groupe ANZ.

Here you will get an inside look at life within our network, including the brilliant people working across our agency brands. Publicis Groupe is a world leader in marketing communication and digital business transformation, driven through the alchemy of data, creativity, media, and technology.

Our connected platform of companies and capabilities is more than an operational framework.

It's a cultural model we've built to unite our people in a collaborative way of thinking and working. Publicis Groupe offers its clients seamless access to the expertise of its 80,000 talents across 100 countries globally.

In Australia, our powerhouse of marketing capabilities stretches across creative agencies (Saatchi & Saatchi, Leo, Publicis Worldwide), media agencies (Starcom, Zenith, Spark Foundry, Performics, Atomic 212), Razorfish, Digitas, Epsilon, Arc, Prodigious, PXP, PMX, and PR (Herd MSL). We also have Publicis Sapient driving digital business transformation for our clients.

Publicis Groupe is looking for a Front of House Coordinator to join their busy but fun Experience Team in our stunning Melbourne Office.

PURPOSE OF THE ROLE:

The Front of House Coordinator is key to the success of the business, both by creating a welcoming environment for visitors and maintaining our reputation as a great place to work. You will be charged with supporting the Experience Manager/s in our office space. This role will support different agency brands and external visitors. You will be responsible for ensuring that the overall operation of the office is at the highest standard for both visitors and staff.

KEY RESPONSIBILITIES & EXPECTATIONS:

Visitor Experience

• Meet & greet all external visitors with warmth and professionalism

• Build relationships with regular visitors

• Manage the visitor sign in system and database

• Ensure that front of house always looks immaculate and inviting

• Liaise with employees to coordinate welcoming and escorting their visitors

Employee Experience

• Support Experience Manager in creating an upbeat environment

• Make staff feel recognised and welcome, from their first day and beyond

• Contribute to the organisation and execution of events

Office Administration:

• Manage the Security System - swipe card programming and visitor passes

• Collect and distribute any mail or packages to staff on floor from reception

• Answer any incoming calls for brands on the floor and direct phone traffic to appropriate staff member

• Coordinate with couriers on deliveries

• Assist with new starter set up

• Assist Experience Manager with travel bookings as required

• Respond to staff stationery and printer issues and keep stationery stocked (MEL/BNE)

• Log building issues for all agencies in the building as required

• Support the rest of the Experience Team where required

• Occasionally assist agencies with urgent requests for pitch presentations or send outs

Coordinating events, meetings/ meeting rooms:

• Support your Experience Manager in the booking and coordination of all shared meeting rooms and car spaces

• Maintain room bookings

• Support Experience Manager with external visitor needs in meetings rooms (e.g. water, snacks, catering) [BNE|MEL]

• Ensure the presentation of meeting rooms is at the highest standard

• Ensure all rooms are AV ready for meeting rooms & resolve any IT issues

Staff Amenities (Bathrooms and Kitchens) management:

• Ensure all drinks, breakfast items & cutlery/crockery are stocked well and always available [BNE|MEL]

• Feedback to your Experience Manager any non consumable items that are needed (eg plates etc)

• Keep bathroom amenities stocked (not cleaning).

• Escalate any maintenance or cleaning issues on floor and arrange suitable solutions

• Work with your Experience Manager to ensure that staff are kept informed on any maintenance issues

HSE responsibilities:

• Identifying and resolving any building issues that do not meet HSE standards

• Supporting Sustainability measures in the office as required

• Facilitating required HSE Inspections

• Undertaking Fire Warden training and being a contact point

• Senior First Aider (training provided)

• Ensuring the first aid kit is accessible, stocked and available to staff

Your experience:

• You will have experience working in a customer service-related role: e.g. reception, office assistant, hospitality, retail, airlines, hotels

• Committed to diversity, equity and inclusion in the workplace

• Desirable:

• Office/ admin experience
  
  Intermediate Microsoft Office skills
  
  Event coordination
  
  Senior First Aid

About you:

• Engaging, personable individual with a positive and outgoing demeanour

• Committed to sustainable workplace practices

• Inspired by providing exceptional service

• High standard of presentation, both personally and in your surroundings

• Great team worker – contributes enthusiastically to other's projects, shares information freely, appropriately communicates and escalates concerns, comfortable working with different managers.

• Able to adapt to every day being different and remain upbeat on fast paced days, as well as days that focus on routine administrative work

• Can operate effectively with little or no supervision and can manage multiple tasks at once without becoming overwhelmed

• Proactive and solutions focused – able to anticipate issues before they arise

• Calm under pressure

• Emotionally resilient and understanding of the high stakes environment

• Comfortable communicating with senior stakeholders, internal and external

• Flexible - able to occasionally work early starts/ late finishes

• You will suit a creative, energised, dynamic working culture

What we offer you:

• Work in one of the AFR 2022 Best Places to Work in Australia
• Generous and visionary leave policies
• Work in one of the world's most progressive and dynamic modern communications businesses
• Be part of a large national team
• Open environment, where your input and feedback are valued
• Access to all employee benefits including wellness programmes, social events & free breakfasts
• Confidential 24-hour support via our employee assistance programme.

Publicis Groupe benefits:

Be a part of the Publicis Groupe family, recent winner of the Employer of Choice Awards and one of the world's most progressive and dynamic modern communications businesses. You can learn more about us at

Enjoy all the perks that come with our network offering:

• A comprehensive Wholeself program supporting physical, mindful, and financial wellbeing.
• A creative, lively, and rewarding office environment where people love working with each other, supported by our Publicis Liberté flexibility approach — "working your way with us."
• Access to our Global AI Platform Marcel, connecting Publicis Groupe employees with opportunities for career mobility and collaboration across our global network.
• Extensive Learning & Development opportunities including more than 15,000 learning programs via our online learning platform, Marcel Classes.
• A culture of open feedback and support to reach your goals through our Career Conversations program.
• A committed Diversity, Equality, and Inclusion strategy driven through our Viva Women, Égalité, enABLE, EmbRACE, and Écologique committees.
• Leave benefits including Birthday Leave, Flexible Public Holidays, and an additional 5 days of leave after 2 years of service.
• Work Your World program enabling employees the flexibility to work from anywhere in the world for up to 6 weeks per year.
• Parental leave policy with up to 18 weeks based on tenure, paid primary carer leave, secondary carer swap, and Cub Care leave.
• Access to counsellors, psychologists, and professionals through Sonder, an all-in-one digital wellbeing technology platform designed to support psychological, medical & safety needs.
• A workplace that stands together to provide a more open, supportive, and recovery-forward culture for all employees with life-threatening illnesses. Read more about our Working With Cancer Pledge:
• Proud partners of Diversity Council Australia, Pride in Diversity, Family Friendly Workplaces, Supply Nation, and the Australian Disability Network.

If you don't tick every box in this ad, please don't rule yourself out. Research suggests that women and other people in underrepresented groups tend to only apply if they meet every requirement. We focus on hiring people who share our values of inclusion, collaboration, adaptability, fearlessness, and integrity rather than ticking boxes — so if this role resonates with you, please apply.

Diversity. Inclusion. Equity. More than just words; these are part of our DNA. At Publicis Groupe, we are committed to the inclusion and recognition of all people regardless of race, age, culture, ability, ethnicity, gender identity or expression, sexual orientation, marital status, and religious affiliation. We believe that to deliver the best solutions to our clients, our people need to reflect the diverse communities in which our clients operate. We value diversity and the skills, knowledge, and experience that difference brings to our culture and solutions.

Uniqueness is powerful; without it, we wouldn't be where we are today. So be you — we like it that way.

We are committed to providing reasonable adjustments for people with disability or those that require additional support throughout the application process. If you need any assistance or adjustments, please contact us via ; your personal information will be kept confidential.