Program Coordinator

Visit Victoria Limited; Melbourne; Hybrid; AUD 60,000 - 76,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Melbourne Convention Bureau, a subsidiary of Visit Victoria, seeks a Program Coordinator to provide administrative and operational support to the Sales team, focusing on delivering the Regional Business Events Program.

You will coordinate grants, funding agreements, milestones and payments, while working with internal teams and industry stakeholders to ensure successful delivery of business events for Victoria's regional economy.

Qualifications

• 2+ years of administration experience, ideally in business events, tourism or hospitality.
• Excellent organizational and time management skills with the ability to meet deadlines.
• Experience coordinating administrative processes, maintaining records and supporting projects.

Responsibilities

• Coordinate the administration of the Regional Business Events Program, including grant applications, assessment processes, funding agreements, milestone reporting and payments.
• Collaborate with Business Events Victoria to support effective delivery and continuous improvement of the program.
• Liaise with the Finance team to coordinate payment processing, reconciliations, financial reporting and related enquiries.
• Maintain accurate records of contracts, funding agreements, payments and event activity for reporting and audit needs.
• Build and maintain positive relationships with event organisers, corporate clients, industry partners and stakeholders.
• Source proposals and quotations and coordinate tender processes to support clients and internal teams.
• Provide administrative support to the broader MCB Sales team across the organisation to deliver priorities.

Skills

Administration

Organization

Customer service

Stakeholder engagement

Communication

Problem solving

CRM

MS Office

Education

Tertiary qualification in events or business management

Tools

CRM systems

Microsoft Excel

Microsoft Word

Databases

Job description

Melbourne Convention Bureau

Melbourne Convention Bureau (MCB), a subsidiary of Visit Victoria, is Victoria’s lead agency for securing and supporting international business events. For more than 60 years, MCB has promoted Melbourne and Victoria as a world-class destination for business events, securing conferences, incentive programs, and corporate meetings that drive economic growth, investment, and global connections across key industry sectors. Through the attraction of international delegates and incentive travellers, MCB contributes to the growth of Victoria’s visitor economy and delivers significant economic and social benefits to businesses and communities across the state.

About This Position

Reporting to the Director, Client Services, the Program Coordinator provides administrative and operational support to Melbourne Convention Bureau's Sales team, with a key focus on the successful delivery of the Regional Business Events Program.

Working closely with internal teams, event organisers and industry stakeholders, you’ll coordinate the day-to-day administration of the program, including grant applications, funding agreements, milestone reporting, payments and stakeholder communications.

This is a varied and hands‑on coordination role where you’ll build strong relationships, manage competing priorities and support the delivery of business events that contribute to the growth of Victoria’s regional visitor economy.

This is a contract position until 30 June 2028.

Key Responsibilities Include

• Coordinate the administration of the Regional Business Events Program, including grant applications, assessment processes, funding agreements, milestone reporting and payments.
• Work collaboratively with Business Events Victoria to support the effective delivery and continuous improvement of the program.
• Liaise with the Finance team to coordinate payment processing, reconciliations, financial reporting and related enquiries.
• Maintain accurate records of contracts, funding agreements, payments and event activity to support reporting, compliance and audit requirements.
• Build and maintain positive working relationships with event organisers, corporate clients, industry partners and key stakeholders.
• Source proposals and quotations and coordinate tender processes to support clients, stakeholders and internal teams.
• Provide administrative and operational support to the broader MCB Sales team, working collaboratively across the organisation to support business priorities and deliver positive outcomes.

About You

You are a highly organised and detail-oriented coordinator who enjoys working with people and keeping programs and projects running smoothly. You're comfortable managing multiple priorities, building positive stakeholder relationships and taking a proactive, solutions-focused approach to your work.

You bring a strong customer service mindset, excellent attention to detail and the ability to work collaboratively in a busy, deadline-driven environment.

You will bring:

• A minimum of 2 years' administration experience, ideally within the business events, tourism, hospitality or a related industry.
• Strong organisational and time management skills, with the ability to prioritise competing activities and meet deadlines.
• Experience coordinating administrative processes, maintaining accurate records and supporting projects or programs.
• Excellent customer service skills and a flexible, client-focused approach.
• Strong communication and stakeholder engagement skills, with the ability to develop positive working relationships.
• Sound problem-solving skills, attention to detail and the ability to work both independently and collaboratively.
• Proficiency in Microsoft Office applications, including Excel and Word, along with experience using CRM systems and databases.
• A relevant tertiary qualification in events, business management, tourism or a related discipline will be well regarded.

Why Join Us?

At the Melbourne Convention Bureau, we provide an employment experience that ignites and challenges any imaginations.

• Our work makes a positive impact on the Victorian community.
• Access to a range of amazing events and functions from sporting to cultural and more!
• Access to '3 Ignite Days' to explore Melbourne or Regional Victoria to nurture your sense of adventure on us.
• Generous parental leave and paid volunteering days.
• A hybrid working model and open contemporary working facilities.

Culture & Values

The Melbourne Convention Bureau provide an inclusive workplace which supports and fosters growth, professional development and delivering exceptional results for our partners, clients and industry.

Our values are:

• Passion - We love what we do
• Creativity - Imagination without boundaries
• Collaboration - We work as one
• Growth - We embrace growth and challenges
• Connection - We are connected to people, culture and our country

Join us in shaping Melbourne as a global leader in business events and be part of Melbourne Convention Bureau’s impactful initiatives. Your patience, solutions-oriented thinking, and passion for events and tourism will make a significant impact in this role.

Inclusion and Accessibility

At Visit Victoria, we proudly celebrate diversity and are committed to being an equal opportunity employer. Our goal is to build a workforce that reflects the diversity of the state we promote. We value and celebrate differences and encourage applications from people of all backgrounds and lived experiences, including age, gender, cultural backgrounds, religion, sexual orientation, disability and caring responsibilities.

If you require any assistance to be included in our recruitment process, please contact p&*@visitvictoria.com.au, quoting the job title.