Event Coordinator

Apex Event Recruitment; North Sydney; On-site; AUD 70,000 - 80,000; Full time

Job summary

Apex Event Recruitment is seeking an Events Coordinator to join their in-house events team in Sydney. You will support registration, attendee communications, speakers, sponsors, exhibitors and onsite event delivery across national and state events.

The role covers coordination of registrations, budget tracking, liaison with venues and suppliers, and working with the Marketing team on event promotion. Some out-of-hours work and travel may be required.

Qualifications

• Experience coordinating corporate events such as conferences, galas, awards or networking events.
• Experience with event registrations and CRM systems.
• Strong written and verbal communication skills; customer service oriented.

Responsibilities

• Coordinate delivery of national and state conferences, exhibitions and Association events.
• Set up and manage event registrations and attendee communications.
• Liaise with delegates, speakers, sponsors and exhibitors; coordinate timelines and checklists.
• Support onsite registration and event delivery; manage post-event reports and surveys.

Skills

Event coordination

CRM systems

Communication skills

Customer service

Time management

Microsoft Office / Excel

Vendor/supplier liaison

Budgeting & finance basics

Tools

CRM systems

Microsoft Office

Job description

The Company

A well established national Association based in Sydney is looking for an Events Coordinator to join their in house events team. The organisation delivers a diverse portfolio of national and state based conferences, exhibitions, networking events and professional programs for members and industry stakeholders. This is a fantastic opportunity for an Events Coordinator who is looking to build their experience across registration, delegate management, suppliers, sponsors, exhibitors and onsite event delivery within a supportive Association environment.

Position Terms

• Full Time Permanent Role
• Sydney based position
• Salary: $70,000 to $80,000 plus super
• Some onsite and out of hours event work required
• Opportunity to work across national and state based events

The Role

The Events Coordinator will work closely with the wider events team to support the planning and delivery of a varied portfolio of Association events. This is a hands on coordination role covering event registrations, attendee communications, speakers, sponsors, exhibitors, suppliers, event materials and onsite delivery. You will have the opportunity to take ownership of smaller events while supporting Event Managers across larger conferences and exhibitions.

Key Responsibilities Will Include

• Support the delivery of national conferences, exhibitions and Association events.
• Assist with the coordination of state based events and networking programs.
• Set up and manage event registrations.
• Respond to delegate enquiries and provide a high level of customer service.
• Manage pre and post event communications.
• Coordinate sponsor and member registration entitlements.
• Liaise with delegates, presenters, sponsors and exhibitors.
• Work closely with venues, AV suppliers, entertainers and other event partners.
• Assist with speaker travel and accommodation requirements.
• Coordinate event collateral including name badges, programs, menus and lanyards.
• Maintain accurate event information across CRM and registration systems.
• Assist with event websites and online forms.
• Manage event timelines, schedules and checklists.
• Develop detailed event orders and onsite documentation.
• Support onsite registration and information desks.
• Coordinate onsite operations for smaller events.
• Support Event Managers across larger conferences and exhibitions.
• Liaise with internal teams and committees regarding event requirements.
• Assist with event marketing activity in conjunction with the Marketing team.
• Maintain accurate event budgets and financial records.
• Process event invoices and assist with financial reconciliation.
• Prepare event surveys and post event reports.
• Assist with event wrap up and evaluation.
• Maintain accurate records, databases and event documentation.
• Support the wider events team during busy delivery periods.

The Candidate

The successful candidate will have some previous experience working on corporate events like conferences, gala dinners, awards or netwokring events and will be looking to continue developing their event management career. You will be highly organised, proactive and comfortable managing multiple tasks at the same time while maintaining strong attention to detail. Experience within an Association, membership organisation or not for profit environment would be highly regarded.

The Successful Candidate Will Also Have

• Experience coordinating the planning and delivery of events.
• Strong organisational and time management skills.
• The ability to manage multiple events and deadlines simultaneously.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• Strong customer service skills.
• Confidence communicating with delegates, suppliers and stakeholders.
• Experience with event registration or CRM systems.
• Strong Microsoft Office skills, particularly Excel.
• Experience working with venues and event suppliers would be advantageous.
• Experience supporting conferences or exhibitions would be highly regarded.
• Exposure to sponsors or exhibitors would be advantageous.
• Experience working with committees would be beneficial.
• Previous Association, membership or not for profit experience would be highly regarded.
• A proactive and self motivated approach.
• A collaborative team attitude.
• A genuine desire to continue developing within the events industry.

Please note that this role will be subject to background checks and you must have the right to live and work in this location to apply for this job.