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About the Role
The Event Operations Coordinator assists with the detailed planning and safe on-site delivery of the Australian International Boat Show (AIBS). This role supports operational systems, documentation, exhibitor and contractor communication, site activity, and compliance processes to bring the event plan to life. The position is both hands-on and administrative, requiring a methodical person who can work accurately, communicate confidently, and remain calm in a busy event environment.
Responsibilities
- Assist with office-based operational planning, schedules, processes, and documentation for AIBS and associated functions.
- Communicate with exhibitors and contractors regarding event-space options, bookings, operational requirements, deadlines, and orders.
- Prepare, maintain, and update work health and safety plans, risk documentation, contractor records, inductions, incident records, and other compliance material.
- Attend and contribute to site meetings, inspections, supplier meetings, venue briefings, and operational reviews.
- Support floor plan, marina plan, access, logistics, traffic, build, signage, utilities, security, cleaning, emergency, and dismantling coordination.
- Assist with event orders, service schedules, permits, credentials, equipment, and contractor deliverables.
- Deliver allocated operational functions on site in accordance with the approved operational plan.
- Monitor and support adherence to WHS policies, procedures, and site rules, escalating unsafe activity or non-compliance promptly.
- Respond to exhibitor inquiries and requests within agreed service timeframes, provide accurate guidance, and track matters to completion.
- Guide and direct visitors through formal information-desk, accreditation, meet-and-greet, or wayfinding duties when required.
- Maintain clear operational records, checklists, contact lists, handover notes, and post-event findings.
- Assist with operational debriefs and continuous improvement for subsequent event cycles.
- Undertake other reasonable duties supporting Informa functions and event delivery.
Requirements
- Competence across Microsoft 365, particularly Word, Excel, and Outlook.
- Ability to establish and maintain effective working relationships and follow directions carefully.
- Excellent attention to detail, a methodical approach, and the ability to identify errors or omissions.
- Good written and verbal communication skills.
- Effective problem-solving skills and the ability to work independently within agreed procedures.
- Ability to multitask and prioritise logically in high-pressure situations.
- Sound appreciation of exhibition and event WHS requirements and willingness to contribute to the planning and documentation supporting a WHS plan.
- Customer-service orientation, composure, and a practical approach to resolving issues.
- Physical capacity to work on an active event site and move throughout venue and marina environments, with reasonable adjustments where required.
- Previous event, project-planning, operations, or administration experience.
- Experience contributing to delivery of products or services against strict timelines.
- Demonstrated ability to work to an approved plan and apply policies and procedures.
Skills
- Microsoft 365 (Word, Excel, Outlook)
- Salesforce (beneficial)
- Autocad (or ability to complete a short course)
- Work Health and Safety (WHS) planning and documentation
- Event operations
- Project planning
- Administration
- Customer service
Location
- 24 York Street office
Work Type
- Hybrid
Experience Level
- Previous event, project-planning, operations or administration experience
- Experience contributing to delivery of products or services against strict timelines
- Demonstrated ability to work to an approved plan and apply policies and procedures
Education Level
- Relevant WHS, event management or project coordination study is advantageous
- Boating, marina or marine-industry experience is advantageous but not essential
Benefits
- Freedom & flexibility
- Great community
- Broader impact (up to four days per year to volunteer, with charity match funding)
- Career opportunity (bespoke training and learning, mentoring platforms, LinkedIn Learning access)
- ShareMatch scheme
- Strong wellbeing support (EAP assistance, mental health first aiders, health apps)
- Awards (global awards and kudos programmes)
- Global collaboration
About the Company
- Part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.
- Purpose: to connect customers to information and people that help them know more, do more and be more.
- Runs around 800 events each year, creates digital platforms based on engaging news and information content, and operates professional development programmes.
Equal Opportunity
- Informa is an Equal Opportunities Employer.
- Decisions are based on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law.