Admin Manager, Arena Operations

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Job Summary
The Admin Manager will lead the Arena business-services capability, establishing the administrative, financial oversight, governance, reporting and project-support capabilities required for a new 15,000-seat arena.
Job Responsibilities
Arena Administration and Executive Support
Lead day-to-day administration for Arena Operations and provide structured executive support to the Vice President, Arena.
Establish consistent administrative standards, correspondence, meeting governance, records, calendars and document-control protocols across the arena departments.
Coordinate management meetings, governance packs, action registers, presentations and executive submissions.
Maintain appropriate confidentiality, access controls and records for sensitive departmental and company information.
Business Services Team Leadership
Build, supervise and develop the Arena team, setting priorities, service standards, workflows and performance expectations.
Allocate administrative support across arena departments in line with operational priorities and event requirements.
Provide coaching, training and quality assurance for administrators, coordinators and project-support resources.
Develop the function toward a mature department capable of supporting steady-state arena operations.
Event Settlement, Venue Hire and Billing
Prepare and coordinate event settlement administration, venue-hire billing and AV-service billing, working with Finance and relevant operational departments.
Maintain complete supporting records, approvals, chargeable-service information and reconciliation documentation.
Track outstanding information and support timely, accurate financial close-out following events.
Budgeting, Procurement and Reporting
Coordinate departmental budgeting, forecasting, expenditure tracking and management reporting.
Manage procurement administration, purchase controls, vendor documentation and interfaces with MBS Procurement.
Develop dashboards, reports and business intelligence that support management decisions, resource planning and performance review.
Governance, SOPs, Licensing and Compliance
Coordinate the development, control, review and publication of arena policies, SOPs, forms, templates and governance records.
Maintain licensing and compliance registers, coordinating submissions and renewals with responsible internal stakeholders.
Support audit readiness, risk-control actions, records retention and evidence management.
Coordinate training records, competency documentation and departmental onboarding requirements.
Project Management Services
Provide project management services to Arena departments for operational initiatives, business-system implementation, venue-readiness activities and capital works.
Establish project plans, milestones, governance, reporting, risk and issue registers, change controls and stakeholder communication.
Coordinate the Project Manager and Project Coordinator, ensuring clear scope, ownership, deadlines and escalation.
Maintain a consolidated portfolio view of departmental projects and provide regular progress reporting to the Vice President, Arena.
Stakeholder and Shared-Service Coordination
Act as a central liaison between Arena Operations and MBS Shared Services, including HR, Finance, IT, Facility Maintenance, Marketing, F&B and Procurement.
Coordinate internal business requirements, approvals, recruitment administration, onboarding, payroll and workforce-record interfaces.
Build effective relationships with internal promoters and hirers, external partners, vendors and cross-functional stakeholders where business-services support is required.
Continuous Improvement
Identify opportunities to simplify processes, strengthen controls, improve service quality and increase administrative efficiency.
Develop scalable systems and templates suitable for pre-opening, event delivery and steady-state operations.
Resolve administrative and coordination issues promptly and escalate material risks appropriately.
Venue Development and Operator Input
Provide structured operator input into arena design, development and technical coordination, with emphasis on event operations, guest journeys, front-of-house, back-of-house, artist operations, crowd flow and precinct interfaces.
Review drawings, plans, specifications, operational narratives, mock-ups and submissions, identifying operational risks, constraints and opportunities early.
Coordinate Arena Operations feedback, document decisions and track agreed requirements through response and close-out.
Work with project teams and advisers to balance operational outcomes with safety, licensing, programme, budget and project constraints.
Pre-Opening Mobilisation and Operational Readiness
Develop and maintain the integrated operational-readiness plan, milestones, dependencies, risks, actions and readiness reporting.
Coordinate the development of operating models, Concepts of Operations, SOPs, venue handbooks, event-day plans and departmental readiness requirements.
Plan operational participation in commissioning, inspections, integrated systems testing, familiarisation, simulations, mock events and opening-readiness exercises.
Track handover documentation, training, defects, outstanding works, licences, permits and acceptance evidence affecting operational readiness.
Event Operations, Guest Experience and Crowd Management
Develop practical operating frameworks for concerts, entertainment, corporate events and other arena uses, covering ingress, egress, crowd management, patron flow, event logistics and venue changeovers.
Champion a guest-first operating approach across premium, VIP, artist, public and accessible guest journeys while maintaining safe and efficient operations.
Coordinate operational interfaces across security, fire safety, facilities, cleaning, catering, ticketing, technology, production, hospitality, transport and precinct stakeholders.
Support event-readiness reviews and early-event delivery, capturing lessons learned and implementing improvements.
Licensing, Safety, Risk and Compliance
Coordinate operational licensing, authority engagement and compliance planning with the responsible MBS functions and external agencies.
Maintain operational risk, issue and action registers and ensure material concerns are documented, assigned and escalated.
Integrate crowd safety, patron welfare, emergency planning and safe operating requirements into venue plans and procedures.
Support audit-ready documentation and evidence for operating approvals, readiness gates and management assurance.
Procurement, Budget and Vendor Readiness
Define operational equipment, service, supply and mobilisation requirements and support scopes, specifications, procurement planning and evaluations.
Coordinate vendor mobilisation, service-readiness plans, training, testing and operational integration.
Support budget development, cost tracking and prioritisation of operational-readiness expenditure.
Identify practical efficiencies while protecting safety, guest experience, operational capability and opening readiness.
Stakeholder Leadership and Team Development
Lead cross-functional workshops and working groups with clear agendas, decisions, owners, deadlines and follow-through.
Build effective relationships with project, operational, commercial and corporate stakeholders, consultants, contractors, promoters, hirers, authorities and vendors.
Support recruitment, onboarding, training and mentoring of Arena Operations team members as the organisation grows.
Prepare concise executive dashboards, papers, recommendations and escalations for the Vice President, Arena.
Job Requirements
Education & Certification
Diploma or degree in business administration, hospitality, project management, finance, operations or a related field preferred. A recognised project-management qualification is advantageous.
Experience
Substantial experience leading administration, business services, PMO, venue operations support or a comparable multi-stakeholder function.
Experience establishing processes or teams in a new operation, venue, hospitality, entertainment or major-facility environment is advantageous.
Other Prerequisites
Systems Capability: Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint. Experience with SharePoint, Teams, document-management systems, financial or procurement systems, workforce systems, dashboards and project-management tools is advantageous.