Event Operations Coordinator

floridatech; City of Melbourne; On-site; AUD 63,000 - 98,000; Full time

Job summary

Florida Tech’s Office of University Events and Protocol is seeking an organised events coordinator to support campus venues and external clients. You will handle scheduling, on-site support, invoicing, and vendor coordination in a fast-paced, team-oriented environment.

The role requires a bachelor’s in Hospitality Management (preferred), 1–2 years experience, strong communication, and proficiency with EMS and Social Tables. Evening/weekend events may be required.

Qualifications

• Strong communication, attention to detail, and the ability to work in a fast-paced team environment.
• Bachelor degree in Hospitality Management preferred.
• 1–2 years of related experience required.
• Experience with EMS and Social Tables is a plus.

Responsibilities

• Coordinate logistical support for events with internal service providers and external vendors.
• Assist with populating contract templates for external clients and third‑party vendors.
• Provide on-site support during event setup, execution, and breakdown to ensure smooth operations.

Skills

Strong communication

Attention to detail

Organizational skills

Interpersonal skills

Education

Bachelor degree in Hospitality Management

Tools

EMS

Social Tables

Microsoft Office

Job description

The Office of University Events and Protocol oversees all non-academic use of campus venues, summer camps and conferences, intern housing, and internal and external campus events. The office supports Florida Tech's mission of teaching, research, and service through the effective development and management of events that communicate and enhance the university's reputation for excellence, especially those that increase the university's visibility. The university's facilities exist primarily for education, research, and public service. When space is available, Florida Tech is committed to making its facilities available to external groups and organizations whose purposes are consistent with the university's mission. Responsibilities include overseeing centralized scheduling of campus venues, venue management and supervision, student staff supervision, event planning and execution, office support with extensive phone and email work, and data entry. This role requires strong communication skills, attention to detail, and the ability to work effectively in a fast-paced, team-oriented environment. The position requires flexibility in the work schedule due to evening and weekend events.

Responsibilities Include:

• Coordinate logistical support for events with internal service providers and external vendors.
• Assist with populating contract templates with pertinent information for external clients and third-party vendors.
• Provide on-site support during event setup, execution, and breakdown to ensure smooth operations. Troubleshoot on-site issues and elevate concerns to Event Managers when necessary.
• Upon completion of events, confirm accurate billing information, generate invoices and distribute invoices to clients. Reconcile payments in EMS.
• Evaluate and approve student organization and campus department reservation requests received via the Event Management System (EMS). Input requests and related event data into EMS.
• Answer department phone calls and emails received to alias email addresses. Answer routine questions and elevate calls as needed, and route to the appropriate staff member.
• Assist with creating room diagrams in Social Tables for various campus venues. Oversee student setup staff with setups of event venues as necessary.

Requirements Include:

• Bachelor degree in Hospitality Management preferred
• 1-2 years of related experience required
• Valid driver's license
• Microsoft Office: Word, Excel, PowerPoint, Publisher, Outlook
• Experience in event scheduling, room reservations, event management, and supervision
• Excellent organizational and follow-up skills
• Strong oral, written, and interpersonal skills
• Ability to establish and maintain good rapport with clients, staff, and collaborate with other departments
• Knowledge of EMS and Social Tables (or related event management and room diagramming software) is a plus

Equal Opportunity

Florida Institute of Technology does not discriminate on the basis of race, color, national or ethnic origin, religion, disability, age, genetic information, marital status, citizenship status, veteran status, and other legally protected characteristics in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Florida Tech does not discriminate on the basis of sex. Inquiries concerning the application of the Non-Discrimination and Anti-Harassment policy may be directed to the Equal Opportunity Director and Investigator at 150 West University Blvd, Melbourne, FL 32901, or email [e-mail] , or [phone]; or to the U.S. Department of Education Office for Civil Rights.

Americans with Disabilities Act

Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling the Office of Human Resources at 321-674-8100.

Annual Security & Fire Safety Report

The federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires colleges and universities, both public and private, participating in federal student aid programs to disclose campus safety information, and imposes certain basic requirements for handling incidents of sexual violence and emergency situations.Florida Tech's 2025 Annual Security and Fire Safety Report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Florida Tech; and on public property within, or immediately adjacent to and accessible from, the campus.The numbers provided include crime statistics that were reported to local law enforcement agencies, campus security and other Campus Security Authorities.The report also includes institutional policy statements regarding campus safety and security measures; descriptions of prevention and awareness programs; related university procedures and important guidance; and other essential safety information.

You can obtain a printed copy of this report at the Department of S