Job Overview

Our client is looking for a highly organized, proactive, and people-focused Event Operations Specialist to join their growing events team. This is a varied role combining event management, customer experience, crew and volunteer coordination, and general business administration. You’ll play an important role in planning and coordinating events, ensuring customers, crew, and volunteers are well-organized, informed, and supported. The team is small and fast-moving, seeking someone who takes initiative, enjoys problem-solving, and is confident managing multiple responsibilities.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM Melbourne time, with 1 hour unpaid break (40 work hours per week)

Responsibilities

Event Management & Coordination

• Assist with the planning, preparation, and coordination of events.
• Manage assigned event projects and responsibilities from planning through to completion.
• Develop schedules, run sheets, checklists, and operational documents.
• Coordinate event activities, staffing requirements, and customer-facing processes.
• Work closely with the Event Manager to ensure event requirements are met.
• Liaise with suppliers, contractors, and stakeholders.
• Identify and resolve planning and operational issues.
• Contribute to post-event reviews and improvements.

Crew & Volunteer Management

• Recruit, onboard, and coordinate event crew and volunteers.
• Develop staffing plans, rosters, shift allocations, and role descriptions.
• Manage crew and volunteer communications.
• Coordinate training, briefings, and event information.
• Manage crew and volunteer records, availability, and entitlements.
• Ensure crew and volunteers understand their responsibilities.
• Act as a key point of contact for crew and volunteer enquiries.
• Build positive relationships and encourage crew and volunteer retention.
• Work with the Event Manager to ensure events are adequately staffed.

Customer Experience & Ticketing

• Manage customer enquiries across email, social media, and other channels.
• Assist customers with ticketing, booking changes, and general event enquiries.
• Handle customer complaints and resolve issues professionally.
• Coordinate customer information and pre-event communications.
• Develop and maintain customer support processes, FAQs, and communication templates.
• Ensure customers receive clear, accurate, and timely information.
• Gather customer feedback and identify opportunities to improve the customer experience.
• Maintain accurate customer records and assist with ticketing administration.

General Administration & Executive Support

• Assist with day-to-day business administration.
• Manage correspondence, documents, records, and spreadsheets.
• Support the Founder & Director with scheduling, follow-ups, and administrative tasks.
• Coordinate meetings, bookings, and general business arrangements.
• Track deadlines, action items, and outstanding tasks.
• Assist with supplier communications and administrative paperwork.
• Maintain internal systems and improve workflows.
• Help keep the business organized and running efficiently.

Requirements

• Excellent communication skills: Candidates must demonstrate strong verbal and written communication skills, with confidence in communicating professionally with clients, stakeholders, crew, and volunteers.
• Strong interpersonal skills: Must be approachable, personable, and comfortable interacting with different people.
• Solid Event Management Background: Must have substantial experience in event planning, coordination, and execution. This is a critical requirement for the role.
• Customer Service Experience: Must have a strong background in customer service or customer experience, including handling enquiries, complaints, and customer concerns.
• Proactive Personality: Seeking someone enthusiastic, resourceful, organized, and capable of taking initiative.
• Highly organized, detail-oriented, and capable of managing competing priorities under pressure.
• Comfortable coordinating teams, delegating tasks, and taking ownership of responsibilities.
• Tech-savvy, adaptable, and quick to learn new systems while handling a variety of responsibilities.
  

What Success Looks Like

• Crew and volunteers are recruited, rostered, briefed, and prepared ahead of events, feel supported, and want to return.
• Customer enquiries and ticketing issues are handled efficiently, with clear communication and positive customer experiences.
• Event planning, coordination, and administrative tasks are completed on time, with organized and efficient systems.
• Internal processes become more streamlined as the business grows, allowing the Founder & Director and Event Manager to confidently delegate responsibilities.

Work Arrangements

Flexible working arrangements are available with the opportunity to travel.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

• Health Insurance Coverage

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.