Functions, Events and Admin Coordinator | Elsewhere at SAM - Shepparton

Elsewhere at SAM; Greater Shepparton; Hybrid; AUD 39,000 - 52,000; Part time

Benefits offered by this job

Discounts

Regular team activities

Flexible hours

Job summary

Elsewhere at SAM in Shepparton is seeking a part-time Functions, Events and Admin Coordinator. You will manage the full lifecycle of events across the café and Level 4 function space, acting as the primary client contact, and leading the team on-site during functions.

The role includes day-to-day administration and helping grow the functions program. Most planning is done remotely, with on-site time for events and site visits.

Qualifications

• 2+ years' experience planning and running functions or events, or leading service in hospitality.
• Excellent customer service and phone manner.
• Strong organisational skills and attention to detail.

Responsibilities

• Manage every function enquiry from first contact to booking.
• Be the main point of contact for clients, guiding them through menus, numbers and timings.
• Lead the team on the day and ensure events run smoothly from setup to pack down.
• Coordinate catering, beverages, decor, suppliers and entertainment for each event.
• Market functions and grow bookings and revenue.
• Handle day-to-day business administration and invoicing.

Skills

Event coordination

Hospitality experience

Customer service

Organised

Communication

Tools

Xero

Canva

Booking systems

Google Drive

Gmail

Google Sheets

Job description

Functions, Events and Admin Coordinator | Elsewhere at SAM - Shepparton

Elsewhere is an independent, locally owned café and restaurant inside the Shepparton Art Museum. Full table service, food made fresh to order, lake views and a team that cares about how people feel when they walk in.

We create unique experiences, and that carries from our dining room through to our functions. We host events across the building, in the café and in the Museum's Level 4 function space. Weddings, engagements, private celebrations, corporate conferences and workshops, all with the same care and creativity.(SAM runs its own program of events, and we sometimes cater and support them.)

About the role

This role is a part-time position, minimum 20 hours per week, with additional hours during busy function periods. Hours vary week to week depending on the events calendar. Most planning and admin is done from home, with time on site for site visits and running functions.

You'll fully manage our functions, from the first enquiry to the final invoice. You'll be the main contact for our clients, lead our team on the day, and make sure every event feels like Elsewhere. Alongside functions, you'll play a big part in the day-to-day administration of the business, keeping things organised so our directors can focus on growing it.

We've never actively marketed our functions, and people still find us. Part of this role is changing that.

Key responsibilities

Functions

Manage every function enquiry, from first contact and quotes through to confirmed booking

Be the main point of contact for clients, guiding them through menus, numbers and timings

Work with clients to understand their vision and bring it to life

Plan and coordinate every part of the event, including catering, beverages, styling, decor, suppliers and entertainment

Quote and book from our function packages, making sure every event meets our minimum spends and stays profitable

Turn every event brief into a clear plan, coordinating the kitchen, suppliers and our team

Set up, run and pack down every function, from styling the space and setting tables to leading the team on the floor and resetting the room afterwards

Market our functions and grow bookings and revenue

Administration

Alongside functions, you'll take on business administration that keeps Elsewhere running smoothly.

Manage the business inboxes, handling what you can and flagging what needs the directors

Look after function invoicing, deposits and following up payments

Support day-to-day business admin and help improve our systems and processes

What we're looking for

We're looking for an experienced functions and events coordinator who loves hospitality and knows how to turn an enquiry into an event people remember. You'll bring experience in:

Taking enquiries through to confirmed bookings, including quotes, deposits and terms

Writing running sheets and event briefs, and briefing teams from them

Coordinating kitchen, suppliers and staff around an event

Leading functions on the day or night

Looking after clients from first contact to final invoice

You'll also bring

2+ years' experience planning and running functions or events, or leading service in hospitality

Exceptional customer service and phone manner

Confident with Google Drive, Gmail and Google Sheets

Incredibly organised, with a strong eye for detail, especially around presentation and service

A practical, hands-on approach to set-up, service and pack down, including moving furniture

Calm under pressure

Availability for a varied roster, including evenings and weekends

Current RSA

Nice to have

Marketing experience, especially marketing events

Experience with Xero, Canva or booking systems

What we offer

Flexible hours, with most planning done from home

A creative, dedicated and supportive team in one of the most beautiful spaces in the region

A role you can shape, with the potential for more hours as our functions grow

Employee perks such as discounts and regular team activities