Events & Activities Administration Coordinator

Whitsunday Regional Council; Hamilton Island; Hybrid; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Subsidised accommodation

Employee benefits

Job summary

Whitsunday Regional Council is seeking a highly organised Events and Activities Administration Coordinator to work closely with senior leadership across the Events and Activities division, gaining exposure to weddings, corporate events, photography and island activities while taking ownership of varied administration, financial and operational responsibilities.

You will develop experience with budgeting, invoicing, reconciliations, and expenditure tracking, and may progress into events

Qualifications

• Certificate or Diploma in Business Administration, Hospitality or Events Management, or equivalent practical experience
• Demonstrated experience in a responsible administrative or coordination role, ideally within hospitality, events or a large operational environment
• Strong financial administration skills, including invoicing, reconciliations, budgeting and reporting
• Excellent organisational skills, sound judgement and the ability to manage competing priorities independently
• Proficiency in Microsoft Office, particularly Excel, with experience using business, booking or workforce management systems
• A professional, mature and adaptable approach, with excellent communication skills and the ability to manage confidential information
• Current Driver’s Licence and ability to obtain a Restricted Driver’s Authority (RDA) (Essential)

Responsibilities

• Keep the Events and Activities department organised and running efficiently.
• Prepare reports and financial documentation, assist with budgets, invoicing and reconciliations.
• Assist with capital expenditure processes, purchasing and ordering, and maintain administrative systems such as FI and UKG for rostering and workforce updates.
• Confidently manage priorities, handle confidential information and engage the right stakeholders.
• Assist with activities coordination and selected corporate events to gain hands-on exposure to the wider events operation.

Skills

Organisational skills

Communication skills

Confidential information handling

Driver’s licence

Education

Certificate or Diploma in Business Administration, Hospitality or Events Management

Tools

Microsoft Office

Excel

Job description

Job Description

• Work closely with senior leadership across a diverse Events and Activities division
• Gain exposure to weddings, corporate events, photography and island activities
• Take ownership of varied administration, financial and operational responsibilities
• Develop valuable experience with opportunities to progress into events coordination
• Live and work in the Whitsundays with subsidised accommodation and employee benefits

What you’ll be doing

You’ll play a central role in keeping the Events and Activities department organised and running efficiently. Working closely with the Director, internal event requests and bookings, prepare reports and financial documentation, and assist with budgets, invoicing, reconciliations and expenditure tracking.

You’ll also support departmental projects, including preparing briefs, assisting with capital expenditure processes, coordinating purchasing and ordering, and maintaining administrative systems such as FI and UKG for rostering and workforce updates.

With a wide variety of requests coming from across the business, you’ll need to confidently manage priorities, handle confidential information and know when to take ownership or engage the right stakeholders. You’ll also have opportunities to assist with activities coordination and selected corporate events, gaining valuable hands‑on exposure to the wider events operation.

About the Employer

Hamilton Island’s Events and Activities division brings together a diverse range of experiences, from destination weddings and business events to leisure activities and special celebrations. Behind these experiences is a busy team managing the planning, logistics and administration that keep everything running smoothly.

About the Candidate

We’re looking for a highly organised, experienced and proactive Events and Activities Administration Coordinator to work closely with our Director of Events & Activities and Events Services Manager as well as support the wider department. This is a varied role with significant responsibility, requiring strong administrative and financial skills, sound judgement and the confidence to manage competing priorities across a large hospitality operation.

If you have a strong administration background, an interest in events and a desire to grow in this space, this could be the perfect next step. You’ll gain exposure to a diverse events operation, build practical experience and develop your skills alongside an experienced team.

• Certificate or Diploma in Business Administration, Hospitality or Events Management, or equivalent practical experience
• Demonstrated experience in a responsible administrative or coordination role, ideally within hospitality, events or a large operational environment
• Strong financial administration skills, including invoicing, reconciliations, budgeting and reporting
• Excellent organisational skills, sound judgement and the ability to manage competing priorities independently
• Proficiency in Microsoft Office, particularly Excel, with experience using business, booking or workforce management systems
• A professional, mature and adaptable approach, with excellent communication skills and the ability to manage confidential information
• Current Driver’s Licence and ability to obtain a Restricted Driver’s Authority (RDA) (Essential)