Events Coordinator

Reef Catchments Limited; Mackay Regional; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Five weeks annual leave

Flexible working

Professional development up to $2k

Local work in Mackay region

Christmas day off

Career progression

Team wellbeing initiatives

Job summary

Reef Catchments Limited seeks an Events Coordinator to provide organisation-wide coordination, planning and practical support for Reef Catchments and Healthy Rivers to Reef events. You will lead event coordination with staff, resources and communications to ensure safe, professional and engaging delivery.

This role focuses on brand and event experience consistency, forward planning and organisational visibility while supporting project teams and allowing Communications staff to focus on

Qualifications

• Demonstrated experience coordinating events, engagement activities or comparable multi-party projects.
• Experience managing logistics, schedules, suppliers, materials, records and deadlines.
• Experience working collaboratively with internal teams and external stakeholders.
• Current Australian driver’s licence and capacity to travel and attend occasional events outside ordinary hours.

Responsibilities

• Coordinate approved events from initial request through to close-out, including objectives, scope, timing and responsibilities.
• Coordinate participating staff, rosters, equipment, displays and shared resources across Reef Catchments and Healthy Rivers to Reef.
• Prepare event plans and attend key events to coordinate set-up, delivery and pack-down.
• Coordinate and support development of activities and merchandise for approved events, including engagement activities at exhibitor events.
• Coordinate venues, travel, suppliers, permits, equipment and materials within approved budgets and requirements.
• Coordinate risk assessments, safety records, approvals and contingency arrangements.
• Escalate safety, budget, delivery or reputational risks promptly.
• Liaise with Communications on promotion, registrations, signage, displays, key messages and event information.
• Provide clear briefs for bespoke materials, photos and a short event recap.
• Build constructive relationships with organisers, partners, sponsors, community groups and suppliers.
• Maintain the RCL events calendar, templates, supplier details and shared records.
• Track attendance, participation, costs, feedback and outcomes through the Events Dashboard.
• Apply learnings and continuous improvement principles to reduce rework and improve consistency.

Skills

Event coordination

Stakeholder engagement

Project management

Communication

Travel readiness

Education

Event management qualification

Tools

MS Office / Google Workspace

Job description

The Events Coordinator provides organisation-wide coordination, planning and practical support for Reef Catchments and Healthy Rivers to Reef events, stakeholder engagement activities. The role leads event coordination and preparation, brings together staff, resources, equipment and communications support, and attends key events in a coordinating capacity to support safe, professional and effective delivery.

The position ensures brand and event experience consistency, forward planning and organisational visibility while reducing duplication and last-minute event preparation. It supports, rather than replaces, the accountability of project teams for project-funded events and enables Communications staff to focus on strategic communications and content development.

Key Responsibilities

• Coordinate approved events from initial request through to close-out, including objectives, scope, timing and responsibilities.
• Coordinate participating staff, rosters, equipment, displays and shared resources across Reef Catchments and Healthy Rivers to Reef.
• Prepare event plans and attend key events to coordinate set-up, delivery and pack-down.
• Coordinate and support development of activities and merchandise for approved events, including (for example) children's or other engagement activities at large-scale exhibitor events.
• Coordinate venues, travel, suppliers, permits, equipment and materials within approved budgets and requirements.
• Coordinate risk assessments, safety records, approvals and contingency arrangements.
• Escalate safety, budget, delivery or reputational risks promptly.
• Liaise with Communications on promotion, registrations, signage, displays, key messages and event information.
• Provide clear briefs for bespoke materials, photos and a short event recap.
• Build constructive relationships with organisers, partners, sponsors, community groups and suppliers.
• Maintain the RCL events calendar (internal and website), practical templates, supplier details and shared records.
• Track attendance, participation, costs, feedback and agreed outcomes through the Events Dashboard.
• Apply learnings and continuous improvement principles to reduce rework and improve consistency.

About You

You're an organised and proactive coordinator who enjoys bringing people together and creating well-run events that leave a positive impression. You thrive in a fast-paced environment, can confidently manage multiple priorities, and enjoy working with a diverse range of internal and external stakeholders.

You'll be a collaborative team player with excellent communication skills, strong attention to detail and the ability to anticipate challenges before they arise. Whether you're coordinating logistics behind the scenes or representing Reef Catchments at community events, you'll take pride in delivering professional, safe and engaging experiences that reflect our values and strengthen our relationships with the community.

Most importantly, you'll be someone who enjoys making things happen, takes initiative, and is passionate about supporting meaningful environmental and community outcomes across the Mackay Whitsunday Isaac region.

About Reef Catchments

At Reef Catchments, the work you do has a lasting impact on the places, communities and industries that make the Mackay Whitsunday Isaac region unique.

Reef Catchments is the natural resource management (NRM) organisation for the Mackay Whitsunday Isaac region. We work with landholders, Traditional Owners, industry, community groups, researchers and government to improve the region's land, water and biodiversity.

Our projects deliver practical, on-ground outcomes. Whether it's improving water quality flowing to the Great Barrier Reef, restoring wetlands and habitats, supporting sustainable agriculture, or helping local communities care for the environment, we're focused on projects that make a real difference across our region.

We're a team of people who enjoy working together to solve problems, build partnerships and deliver results. We value different perspectives and experiences because they help us make better decisions and achieve improved outcomes for the region.

If you're looking for a role where you can see the difference your work makes, you'll find it at Reef Catchments.

Benefits Include

• Five weeks annual leave
• Flexible working arrangements
• Up to $2,000 per year toward professional development
• Work locally in the Mackay, Whitsundays region
• Be part of a growing and continuously improving business
• Additional paid day off at Christmas
• Career development and progression opportunities
• Team building and wellbeing initiatives
• Retention incentives at 3 years, 5 years and 7 years of continuous service
• Opportunity to contribute to meaningful environmental and community outcomes

Selection Criteria

Applicants should demonstrate their ability to meet the following criteria:

• Demonstrated experience coordinating events, engagement activities or comparable multi-party projects.
• Experience managing logistics, schedules, suppliers, materials, records and competing deadlines.
• Experience working collaboratively with internal teams and external stakeholders.
• Current Australian driver's licence and capacity to travel and attend occasional events outside ordinary hours.

Highly desirable

• A relevant qualification in event management, communications, community engagement, business administration or project coordination.
• Experience in a not-for-profit, environmental, community or partnership-based organisation.
• Experience preparing event risk assessments and supporting public-facing communications or brand activities.
• Knowledge of the Mackay Whitsunday Isaac region and stakeholder networks.