Event Operations Coordinator

This role is based in our 24 York Street office.
Position purpose
The Event Operations Coordinator assists with the detailed planning and safe on-site delivery of Australian International Boat Show (AIBS). The role supports the operational systems, documentation, exhibitor and contractor communication, site activity and compliance processes that turn the event plan into a functioning show.
The position is both hands-on and administrative. It requires a methodical person who can work accurately in the office, communicate confidently with exhibitors and contractors, and remain calm and practical in a busy event environment.
Key responsibilities
Assist with office-based operational planning, schedules, processes and documentation for AIBS and associated functions.
Communicate with exhibitors and contractors regarding event-space options, bookings, operational requirements, deadlines and orders.
Prepare, maintain and update work health and safety plans, risk documentation, contractor records, inductions, incident records and other compliance material.
Attend and contribute to site meetings, inspections, supplier meetings, venue briefings and operational reviews.
Support floor plan, marina plan, access, logistics, traffic, build, signage, utilities, security, cleaning, emergency and dismantling coordination as allocated.
Assist with event orders, service schedules, permits, credentials, equipment and contractor deliverables.
Deliver allocated operational functions on site in accordance with the approved operational plan.
Monitor and support adherence to WHS policies, procedures and site rules, escalating unsafe activity or non-compliance promptly.
Respond to exhibitor enquiries and requests within agreed service timeframes, provide accurate guidance and track matters to completion.
Guide and direct visitors through formal information-desk, accreditation, meet-and-greet or wayfinding duties when required.
Maintain clear operational records, checklists, contact lists, handover notes and post-event findings.
Assist with operational debriefs and continuous improvement for subsequent event cycles.
Undertake other reasonable duties supporting Informa functions and event delivery.
Knowledge, skills and attributes
Competence across Microsoft 365, particularly Word, Excel and Outlook; Salesforce experience is beneficial.
Autocad experience, or the ability to complete a short course in the use of Autocad would be required.
Ability to establish and maintain effective working relationships and follow directions carefully.
Excellent attention to detail, a methodical approach and the ability to identify errors or omissions.
Good written and verbal communication skills.
Effective problem-solving skills and the ability to work independently within agreed procedures.
Ability to multitask and prioritise logically in high-pressure situations.
Sound appreciation of exhibition and event WHS requirements and willingness to contribute to the planning and documentation supporting a WHS plan.
Customer-service orientation, composure and a practical approach to resolving issues.
Physical capacity to work on an active event site and move throughout venue and marina environments, with reasonable adjustments where required.
Experience and qualifications
Previous event, project-planning, operations or administration experience.
Experience contributing to delivery of products or services against strict timelines.
Demonstrated ability to work to an approved plan and apply policies and procedures.
Relevant WHS, event management or project coordination study is advantageous.
Boating, marina or marine-industry experience is advantageous but not essential.

Employment type
Full-time

Work arrangement
Hybrid