Operations Project Coordinator

Overview

Location: North Plympton, Australia | Sector: Admin & Secretarial | Salary: $80,000.00 to $90,000.00 per annum

Adelaide Expo Hire Pty Ltd

Are you a highly organised project coordinator with a passion for events and logistics? Join Australia’s most awarded exhibition company and take on a pivotal role in delivering seamless operations across some of the country’s most exciting exhibitions and events. We’re seeking an experienced and proactive Operations Project Coordinator to join our Operations and Custom departments at AEH. This role requires a natural multitasker who thrives on structure, takes ownership of processes, and communicates effectively with both internal teams and external stakeholders.

Responsibilities

- Preparing and managing weekly and quarterly rosters for the Operations and Custom departments
- Scheduling warehouse, build and event staff across multiple projects and venues
- Monitoring and reconciling timesheets for payroll processing
- Planning interstate builds, including travel, accommodation, allowances, and build packs
- Coordinating external suppliers and labour bookings for logistics and installations
- Requesting and reviewing quotes, raising purchase orders and reconciling supplier invoices
- Managing stock return processes, identifying missing/damaged items and updating systems (Momentus)
- Overseeing uniform procurement, issue tracking and staff presentation standards
- Creating, updating and filing comprehensive project documentation including event folders, floor plans, modification forms, insurance and venue compliance documents
- Coordinating inductions and onboarding for operational staff, including licensing and certification compliance
- Supporting internal reporting, cost tracking, and administrative support for accounts and payroll during high volume periods
- Liaising professionally with internal departments, venue managers, contractors and clients to resolve issues and ensure operational readiness

Qualifications

Qualifications:

- Diploma in Business, Project Management or Event Management (or higher)
- Master’s degree in Event Management highly regarded

Experience:

- Minimum 12 months of full-time experience in the events or exhibitions industry
- At least 3 years’ experience in a similar coordination role is preferred
- Strong background in operations, rostering, logistics, and project documentation
- Demonstrated experience managing multiple deadlines, stakeholders and venues

Skills & Attributes:

- Exceptional organisational and time management skills
- Proficient in Microsoft Office (Excel, Outlook, Word) and project/event systems such as Momentus
- Excellent written and verbal communication, with a professional demeanour
- Meticulous attention to detail, with a focus on process improvement and proactive problem-solving
- Comfortable working under pressure and independently managing priorities

Benefits

Salary: $80,000 – $90,000 + Superannuation (Salary based on experience)

About Company

Adelaide Expo Hire is a national leader in event and exhibition services. From shell scheme booths to AV, signage, furniture, flooring and bespoke custom displays, we supply complete event infrastructure across Australia. Our award-winning team delivers outstanding service to clients locally, nationally, and internationally — and we pride ourselves on our people-first approach and operational excellence.

Why Join AEH?

- Be part of a company that sets the benchmark in Australian exhibitions
- Work on major national events and contribute to high-profile projects
- Join a collaborative, experienced team in a supportive and dynamic environment
- Enjoy stability, recognition, and room to grow professionally

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