Event Operations Coordinator - Australian International Boat Show

About the role

The Event Operations Coordinator assists with the detailed planning and safe on-site delivery of the Australian International Boat Show (AIBS). The role supports operational systems, documentation, exhibitor and contractor communication, site activity and compliance processes that turn the event plan into a functioning show. It is both hands-on and administrative, based in the 24 York Street office in Sydney.

Key responsibilities

• Assist with office-based operational planning, schedules, processes and documentation for AIBS and associated functions.
• Communicate with exhibitors and contractors about space options, bookings, operational requirements, deadlines and orders.
• Prepare, maintain and update WHS plans, risk documentation, contractor records, inductions, incident records and other compliance material.
• Attend 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 as allocated.
• Assist with event orders, service schedules, permits, credentials, equipment and contractor deliverables.
• Deliver allocated operational functions on site according to the approved operational plan.
• Monitor adherence to WHS policies and site rules, escalating unsafe activity or non-compliance promptly.
• Respond to exhibitor enquiries within agreed timeframes, guide visitors at information desks, accreditation and wayfinding points, and maintain operational records and checklists.
• Assist with operational debriefs and continuous improvement for future events.

Required profile

• Previous event, project-planning, operations or administration experience.
• Experience delivering products or services against strict timelines and working to an approved plan.
• Relevant WHS, event management or project coordination study is advantageous; boating, marina or marine-industry experience is advantageous but not essential.
• Physical capacity to work on an active event site and move around venue and marina environments.

Required skills

• Microsoft 365, especially Word, Excel and Outlook.
• Salesforce experience is beneficial.
• Autocad experience, or the ability to complete a short course in Autocad, is required.
• Good written and verbal communication, attention to detail, problem-solving and multitasking abilities.

What we offer

• Flexibility, with most colleagues balancing office time with remote work.
• Career development through training, mentoring and internal job moves.
• Wellbeing support including EAP assistance and mental health first aiders.
• Awards and recognition programmes.