Receptionist / Workplace Experience Coordinator

The Receptionist/Workplace Experience Coordinator is responsible for ensuring the smooth day-to-day operation of the office environment, providing professional reception services, coordinating facilities management activities, supporting employee onboarding, maintaining compliance records, and managing workplace events and employee engagement initiatives.

Key Responsibilities

Reception & Front Office Management

• Serve as the first point of contact for visitors, clients, and employees, providing a professional and welcoming reception service.

• Manage the reception area, ensuring it remains tidy, presentable, and fully operational.

• Answer, screen, and direct incoming inquires efficiently.

• Coordinate visitor access, sign-in procedures, and security requirements.

• Manage meeting room bookings where required.

• Ensure meeting spaces are prepared and equipped when required.

Facilities Management

• Coordinate facilities maintenance, repairs, contractor activities, vendor relationships, service agreements, and facilities tickets to ensure the office remains operational and well maintained.

• Conduct regular facility inspections to identify maintenance, health, safety, and housekeeping concerns.

• Liaise with landlords, building management, and service providers regarding facility-related matters.

• Support office moves, workstation setups, and space planning activities.

• Maintain accurate records of facility assets, maintenance logs, service contracts, and related documentation.

• Monitor and report facility-related expenses and assist with budget tracking.

• Ensure office equipment, including coffee machines and conferencing equipment, is operational and serviced as required.

• Order and manage office stationery, groceries, and facility consumables.

• Coordinate courier services for business and facilities deliveries.

• Provide general administrative and facilities support as required.

Workplace Health, Safety & Compliance

• Ensure compliance with workplace health, safety, and environmental standards.

• Coordinate emergency preparedness procedures and maintain emergency contact information.

Maintain and monitor facilities compliance documentation, including:

• Occupational Health and Safety records
• Fire compliance certificates
• Fire Marshal and First Aider certifications
• Pest control records
• HVAC maintenance and service records
• Monitor and follow up on facilities service level agreements, including cleaning, pest control, HVAC, and shredding services.

Employee Onboarding & Workplace Experience

• Coordinate onboarding logistics for new employees, including workstation setup, welcome packs, access cards, parking arrangements, office tours, and first-day requirements.

• Arrange catering and support requirements for new hire inductions.

• Assist in implementing workplace initiatives that enhance employee experience and office operations.

Events Coordination & Planning

• Plan, coordinate, and execute company meetings, workshops, team-building activities, employee engagement initiatives, wellness programs, recognition events, and staff functions.

• Source, negotiate, and manage relationships with venues, suppliers, caterers, and service providers.

• Obtain quotations and manage event budgets to ensure cost-effective delivery.

• Coordinate event logistics, including venue setup, catering, transport, equipment, registrations, invitations, and attendee communications.

• Manage event timelines and oversee on-site event operations to ensure successful execution.

• Source promotional items, awards, gifts, and branded merchandise.

• Collect feedback, evaluate event success, and recommend improvements.

• Maintain a database of preferred suppliers, venues, and service providers.

Key Skills & Competencies

• Excellent communication and interpersonal skills.

• Strong customer service orientation.

• Highly organized with strong planning and multitasking abilities.

• Strong coordination and problem-solving skills.

• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and Teams.

• Ability to manage multiple priorities in a fast-paced environment.

• Knowledge of facilities management, workplace health and safety, and event coordination principles.

• Professional appearance and telephone etiquette

Qualifications & Experience

Minimum Qualifications

• Office Administration, Business Administration, Event Management, Hospitality Management, or a related field preferred.

Technical Knowledge

• Strong proficiency in Microsoft 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint.

• Experience using facilities management, ticketing, procurement, or asset management systems would be advantageous.

• Basic understanding of Occupational Health & Safety, building maintenance, and facilities management principles.

• Knowledge of event planning and coordination is the best practices.

Experience Required

• Minimum 1to 3 years' experience in a Office Administrator, Receptionist, Workplace Experience, or similar role.

• Experience coordinating office maintenance, service providers, contractors, and facility-related projects.

• Experience managing reception and front-of-house services in a corporate environment.

• Experience coordinating company events, employee engagement activities, meetings, and workshops.

• Experience with vendor management, procurement, quotations, and budget tracking.

BENEFITS:

• Annual performance-related bonus
• 6x Flexi AnyDay: knock 2.5 hours off your day!
• Me Days: additional 3 days of annual leave for qualifying employees
• Engaging, fun & inclusive culture: check out the MRI Software APAC Insta feed and stories!

About Us

From the day we opened our doors, MRI Software has built flexible, game-changing real estate software that powers thriving communities and helps make the world a better place to live, work and play. Fulfilling that mission is only possible because of one thing: exceptional people. People like you!

Our people-first approach to PropTech is defining a new industry standard for client experiences that, quite frankly, can’t be duplicated. Experiences that deliver real value every day. And we know those experiences begin with our people.

We believe MRI is more than just a workplace; it’s a connected community of people who truly feel they belong. Whether we’re investing in employee resource groups or providing tailored resources for each person to reach their full potential, we’re passionate about creating a work environment that makes you excited to show up every single day.

At MRI, one of our core values is to strive to amaze. From the intelligent solutions we create to the culture we cultivate, that’s our goal every day. Because that’s what industry leaders do. Whether you’re joining as a new Pride member or rejoining us after a short time away, your talent is vital to us, our partners and our clients.

Amazing growth requires amazing employees. Are you up to the challenge?

We know confidence gap and imposter syndrome can get in the way of meeting remarkable candidates, so please don’t hesitate to apply. We’d love to hear from you!

MRI is proud to be an inclusive employer. We welcome and celebrate diversity across all backgrounds, including ethnicity, religion, sexual orientation, gender identity, disability, age, military, veteran status and more.

We believe that Belonging is a direct result of Diversity, Equity, and Inclusion. Those values are woven into the fabric of who we are and are foundational to our continued success. Come and see for yourself!