Exhibitions Operations Coordinator

Web3 Australia Group pty ltd; Melbourne; On-site; AUD 90,000 - 125,000; Full time

Job summary

Web3 Australia Group pty ltd – Melbourne VIC is seeking an experienced Events Operations lead to manage all aspects of expos, from planning to pack-down. You will liaise with venues, contractors, and suppliers, oversee floorplans and exhibitor allocations, and ensure WHS compliance.

Budget control, schedules, and onsite coordination are key components. You will develop critical paths, run sheets, and coordinate with sponsors, exhibitors, and internal teams to deliver premium experiences while

Qualifications

• 3–5+ years experience in event operations, ideally with expo, conference, or large-scale trade show backgrounds.
• Minimum 3 years of expo or trade show operations experience is required.
• Candidates must have specific experience in expo or trade show operations; other event types will not be considered.
• Strong experience liaising with venues, contractors, and suppliers.
• Proven success in managing budgets, logistics timelines, and floorplans.
• Excellent communication, negotiation, and time-management skills.
• Ability to work under pressure and handle multiple concurrent deadlines.
• Strong technical and digital skills (Google Workspace, Monday.com, CAD/floorplan tools, Excel).
• Understanding of risk management, safety compliance, and venue operations.
• Hands‑on approach with the ability to lead onsite teams during bump-in/out.
• This role is open to Australian citizens only.

Responsibilities

• Manage all operational aspects of expos from planning to pack-down.
• Liaise with venues, contractors, and suppliers (AV, furniture, freight, signage, staging, catering, security, cleaning, etc.).
• Oversee floorplan design, exhibitor allocations, and feature area setups.
• Ensure compliance with WHS, insurance, and risk management requirements.
• Manage bump-in / bump-out schedules, site induction, and onsite crew coordination.
• Coordinate freight, storage, signage, and build timelines with precision.
• Develop and manage event operational budgets and supplier contracts.
• Track costs, approvals, and supplier payments to ensure events deliver on budget.
• Create and maintain critical paths, production schedules, and run sheets.
• Monitor milestones and ensure all departments meet key operational deadlines.
• Work closely with the Event Director, Marketing, Sales, and Content teams to align operational plans with strategic goals.
• Manage and mentor operations staff, contractors, and volunteers onsite.
• Coordinate with sponsors and exhibitors to deliver premium onsite experiences.
• Act as the primary point of contact for venue staff and production teams during bump-in/out and event days.
• Maintain event documentation, operations manuals, and post-event debriefs.
• Implement and refine systems for efficiency (floorplan management, contractor booking, supplier database).
• Contribute to sustainability initiatives and operational innovation.

Job description

Web3 Australia Group pty ltd – Melbourne VIC

Manage all operational aspects of expos from planning to pack-down.

Liaise with venues, contractors, and suppliers (AV, furniture, freight, signage, staging, catering, security, cleaning, etc.).

Oversee floorplan design, exhibitor allocations, and feature area setups.

Ensure compliance with WHS, insurance, and risk management requirements.

Manage bump-in / bump-out schedules, site induction, and onsite crew coordination.

Coordinate freight, storage, signage, and build timelines with precision.

Project & Budget Management

Develop and manage event operational budgets and supplier contracts.

Track costs, approvals, and supplier payments to ensure events deliver on budget.

Create and maintain critical paths, production schedules, and run sheets.

Monitor milestones and ensure all departments meet key operational deadlines.

Team & Stakeholder Management

Work closely with the Event Director, Marketing, Sales, and Content teams to align operational plans with strategic goals.

Manage and mentor operations staff, contractors, and volunteers onsite.

Coordinate with sponsors and exhibitors to deliver premium onsite experiences.

Act as the primary point of contact for venue staff and production teams during bump-in/out and event days.

Systems & Process Development

Maintain event documentation, operations manuals, and post-event debriefs.

Implement and refine systems for efficiency (floorplan management, contractor booking, supplier database, etc.).

Contribute to sustainability initiatives and operational innovation.

Skills & Experience

3–5+ years experience in event operations, ideally with expo, conference, or large-scale trade show backgrounds.

Minimum 3 years of expo or trade show operations experience is required.

Candidates must have specific experience in expo or trade show operations; other event types will not be considered.

Strong experience liaising with venues, contractors, and suppliers.

Proven success in managing budgets, logistics timelines, and floorplans.

Excellent communication, negotiation, and time-management skills.

Ability to work under pressure and handle multiple concurrent deadlines.

Strong technical and digital skills (Google Workspace, Monday.com, CAD/floorplan tools, Excel).

Understanding of risk management, safety compliance, and venue operations.

Hands‑on approach with the ability to lead onsite teams during bump-in/out.

This role is open to Australian citizens only.

Bonus Points

Experience with international expos or multi-city event delivery.

Understanding of blockchain, fintech, or emerging-tech industries.

Familiarity with exhibitor management software or registration systems.

Why Join Us

You’ll be part of a high-performance, no-BS team delivering some of the most dynamic events in Australia’s tech landscape. We move fast, think big, and value people who take ownership and get things done.