Creative Events Coordinator

Created by Clint; Sydney; On-site; AUD 60,000 - 85,000; Full time

Job summary

This Sydney-based role seeks a Creative Event Coordinator to oversee event production, ensuring high-quality, memorable events. The role requires leadership, organizational skills, and a deep understanding of production processes and logistics.

Coordinate all aspects of production, manage suppliers within budget, supervise bump-in/out, and ensure timelines. Requires 1–2 years in event production, proficiency with event management tools, and flexibility to work evenings or weekends.

Qualifications

• Minimum 1–2 years of experience in event production.
• Strong knowledge of event production processes and industry best practices.
• Demonstrated leadership and ability to motivate a diverse team.
• Excellent communication and interpersonal skills, with clients and suppliers.

Responsibilities

• Coordinate all aspects of event production within the team.
• Coordinate the selection, negotiation, and management of suppliers and vendors within budget.
• Supervise event bump-in, bump-out, and ongoing management to meet timelines.
• Provide guidance on technical specifications to align production with event objectives.
• Assist in coordinating company warehouses for efficient operations.
• Identify improvement opportunities as part of continuous improvement.
• Attend event bump in/out as required to support the team.

Skills

Leadership

Organizational skills

Communication

Team management

Multitasking

Education

Degree in Event Management

Tools

Event management software

Project management tools

Microsoft Office

Job description

Creative Event Coordinator will be responsible for assisting in the overseeing event production, ensuring the successful delivery of high-quality and memorable events. This role requires leadership training, organizational skills, and a deep understanding of event production processes and logistics.

Event Coordination:

Coordinator all aspects of event production within the team.

Coordinator the selection, negotiation, and management of suppliers, vendors, and contractors to ensure the highest quality services within budget constraints.

Coordinate and supervise event bump-in, bump-out and ongoing management, ensuring smooth execution and adherence to timelines.

Provide expertise and guidance on technical specifications, ensuring seamless integration of production elements with event objectives.

Assist in the coordination of company warehouses to ensure they operate efficiently and effectively.

Identify and implement improvement opportunities as part of a continuous improvement cycle.

Attend all event bump in / out if and when required to assist the team.

Budgeting and Resource Management:

Develop and manage event budgets, tracking expenses, and ensuring cost-effectiveness without compromising quality.

Negotiate contracts and pricing with suppliers and vendors, maximizing cost savings while maintaining service excellence.

Efficiently allocate resources, including equipment, personnel, and materials, to meet event requirements and deliver exceptional results.

Risk Management and Compliance:

Identify potential risks and develop contingency plans to mitigate them, ensuring smooth event operations and guest safety.

Adhere to all relevant industry regulations, legal requirements, and health and safety standards throughout the event production process.

Implement effective risk management strategies, including insurance coverage and emergency protocols, to handle unforeseen circumstances.

Ensure that the production team has Rapid / Beacon / CM3 up to date with all risk documents.

Communication:

Meet with the Event Producer weekly to ensure events are progressing in accordance with timelines and budgets.

Work within a small team & small office environment

Ensure all trades, suppliers and staff are kept informed of information they need to know in a timely manner.

All emails are responded with 12 – 24 hours, even if it’s just an acknowledgment.

Proactively contribute to all staff meetings and discussions.

Experience

Minimum of 1-2 years of experience in event production.

Demonstrated ability to manage the production of a broader portfolio of events.

Knowledge of event production processes and industry best practices.

Strong leadership and team management skills, with the ability to motivate and inspire a diverse team.

Exceptional organisational skills, with a keen eye for detail and the ability to manage multiple projects simultaneously.

Excellent communication and interpersonal skills, with the ability to build strong relationships with clients, stakeholders, and suppliers.

Proficient in event management software, project management tools, and Microsoft Office Suite.

Flexibility to work irregular hours, including evenings and weekends, as required by event schedules.

Degree in Event Management, Project Management, or a related field (desirable).

Must have an drivers license, access to car to get to and from Ultimo and event locations

This is a full time role, not a remote role, working from the office on and onsite locations around Australia.

This role commences asap, with Christmas logistics in full swing.