Event Coordinator - Alexandria, Australia - MAXMEDIALAB Pty Ltd

Description

The position:

Exceptional full-time opportunity in a luxury and premium PR agency


Main Responsibilities:

Responsible for working with the Production Team to successfully take brief from client, or internal stakeholder. From here Project Scope Document must be completed.

Project Scope Document to include, but not limited to:

• Client / Internal Stakeholder Brief
• Project document which includes:
• Project Timeline
• Event Run sheet (as appropriate)
• Budget Outline including contingencies
• Internal Budget Tracking sheet
• Photographer and Videographer brief and deliverables

Work with Head of Production & Creative Director to cost job and present to CEO or client for approval. Have understanding of cost components and need for contingency where applicable.

Project manage job inline with schedules in Project Scope Document. Ensure milestones are met in specified timelines.

Source suppliers and form good relationships. Create process of obtaining multiple quotes and negotiate most competitive rates and type of service. Create and maintain associated internal rate card.

Closely monitor budget. Regularly update budget tracking sheet with necessary detail for tracking and charge out purposes. Negotiate costs of services as necessary to stay within budget.

Work collaboratively with all involved departments and external suppliers. Show high level of service at all times. Ensure clients always feel project is under control.

Communicate effectively with all stakeholders. Particularly alerting any risk or budget overspends - in timely manner.

For event based projects; attend all related site visits and meetings, coordinate run sheet. Provide strong client support in lead up to, and at actual event.

Act as clear point of contact for client and internal stakeholders so all feel assured all elements are under control.

Actively communicate and respond to inquiries regarding Project Scope, services, costs and estimates in a timely manner.

Arrange and manage services inline with Project Scope such as catering and dietary needs, A/V equipment and staffing, music and entertainment acts, signage and displays, and accommodation and transport for client, guests or participants, as needed.

Organise client meetings to discuss project needs and outline options, services, and alternatives to meet those needs and deliverables. Review Project Scope and ensure alignment to client goals.

Supervise work by contractors or external suppliers and develop briefs on service to be provided for the related project. Provide feedback and reporting on variations to work orders and deliverables.

Coordinate guest and participant registration with Production Team by sourcing guest management apps and utilising RSVP microsites.

Promote consumer events to potential customers and guests.

Highlight completed events and projects through video recaps and photography captures for future use and reference by client and internal stakeholders.

Successfully complete any ad hoc tasks as directed by CEO, Executive Assistant or other senior members of staff. Identify and share key learnings to ensure best practice for future jobs.


Requirements:

At least a Diploma or higher qualification

Minimum 2 years full-time relevant work experience is required

Ability to both take directions and act as self starter required.


Salary:
$80, $85,000.00 per year


Schedule:

• 8 hour shift

Application Question(s):

• This position may involve work outside of ordinary hours. This could include weekends, nights, or public holidays. Are you available to work flexible hours?
• Do you have experience creating and managing complex cost estimates from scratch?

Education:

• Diploma (required)

Experience:

- luxury events management (required)


Work Authorisation:

• Australia (required)

Work Location:
In person

Application Deadline: 17/06/2023

Expected Start Date: 01/06/2023