Event Operations Coordinator

Job description

This role is based in our 24 York Street office. Position purpose The Event Operations Coordinator assists with the detailed planning and safe on-site delivery of Australian International Boat Show (AIBS). The role supports the operational systems, documentation, exhibitor and contractor communication, site activity and compliance processes that turn the event plan into a functioning show. The position is both hands-on and administrative. It requires a methodical person who can work accurately in the office, communicate confidently with exhibitors and contractors, and remain calm and practical in a busy event environment. Key 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 as allocated. 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 enquiries 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. Knowledge, skills and attributes Competence across Microsoft 365, particularly Word, Excel and Outlook; Salesforce experience is beneficial. Autocad experience, or the ability to complete a short course in the use of Autocad would be required. 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. Experience and qualifications 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. Relevant WHS, event management or project coordination study is advantageous. Boating, marina or marine-industry experience is advantageous but not essential. We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at Our benefits include: Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive and most of us balance time in the office with time working remotely Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks Broader impact: take up to four days per year to volunteer, with charity match funding available too Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves ShareMatch scheme: allows you to become an Informa shareholder with free matching shares Strong wellbeing support: EAP assistance, mental health first aiders, access to health apps and more Awards: Recognition for great work, with global awards and kudos programmes Global collaboration: As an international company, the chance to collaborate with teams around the world We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application. At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information. See how Informa handles your personal data when you apply for a job here. We’re 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. Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections. We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.