Front of House & Events Coordinator

Joining Arup

Arup’s purpose, shared values and collaborative approach have set us apart for 80 years, guiding how we shape a better world.

The Front of House & Events Coordinator plays a key role within the FoH team, ensuring the smooth day-to-day running of the office. This includes coordinating catering, managing room setups and pack downs, and maintaining high standards across all front-of-house operations.

The role also leads the planning and delivery of internal and client events, supporting seamless execution across the Melbourne office.

Working closely with the Workplace & Facilities Supervisor, this position partners with Marketing & Communications, internal committees and groups, and the broader MQ precinct to create meaningful and engaging experiences for our people. A key focus is on maximising the use of office spaces and curating activities that contribute to a vibrant and connected workplace.

You will bring strong organisational skills, clear communication, and a collaborative approach. The role requires the ability to manage competing priorities, make sound decisions, and maintain commercial awareness. Building positive relationships across the business is key, along with adapting your communication style to different audiences and contributing to wider team goals. A mindset of continuous learning and applying best practices will ensure high-quality, efficient service delivery.

The Opportunity  

• Manage catering and events board, check events calendar and inbox Key contact for M&C events and event suppliers.
• Concierge Host cover.
• Oversee execution of large office events (e.g. Silver Bars, Oves, Family Day).
• Collaborate with organisers for townhalls, committee events, and staff activations.
• Manage weekly events schedule.
• Create run sheets and daily schedules as needed.
• Manage staff activations calendar and oversee event logistics.
• Track and order stock for FoH areas, kitchen, and stores.
• Monitor and maintain FoH spaces and storage areas.
• Code and submit invoices, track event budgets, and ensure purchasing stays within budget.

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.  

You will have the opportunity do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.  

Is this role right for you?  

• 2+ years’ experience in an administrative role. 
• Previous reception and events or hospitality experience preferred.
• Proven working knowledge of relevant legislation, regulations, codes of practice, and guidelines – and Arup’s related procedures including HSE.
• Ability to communicate with people at all levels in both technical and non-technical environments.
• Effective written communication and writing skills.  

At Arup, we care about each member’s success, so we can grow together.

Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair, and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.  

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling eligible members to share in the results of our collective efforts.

Different people, shared values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.  

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.

Our Application Process

Please apply directly through our applicant tracking system. Shortlisted candidates will be contacted by Talent Acquisition to discuss next steps. Stay safe online – Arup will never ask for your bank details as part of our recruitment process. 

Arup does not accept unsolicited resumes from recruiters or employment agencies.  

#LI-RH1