Project Manager

2 weeks ago

Melbourne, Victoria, Australia beBeeDetailOriented Full time $60,000 - $80,000
Event Production Coordinator

We are seeking a detail-oriented and proactive individual to join our team in Melbourne.

This highly respected role is extremely broad, requiring a team player with a hands-on approach. It demands exceptional attention to detail in everything you do.

The Event Production Coordinator serves as the conduit between the team and project administrative duties, providing great exposure to all teams and opportunities to support event and creative elements.

This dedicated role within the Live Events Team works across various clients and new briefs that land in the agency.

Key Responsibilities
  • Assist with writing and preparing relevant documentation for client meetings;
  • Manage client meeting schedules and internal documentation;
  • Update project timelines and coordinate weekend work when required;
  • Brief the design team on signage and collateral requirements;
  • Research and source talent, entertainment, and décor suppliers;
  • Manage production schedules, venue liaison, and logistical requirements;
  • Coordinate accommodation, travel, and catering arrangements;
  • Provide general administration support to the events team;
  • Deliver collateral materials, including invitations, guest lanyards, and registration requirements;
  • Manage installation and dismantle of event materials;
  • Work across all production areas – Digital, Screen, and Live event;
  • Collate, produce, and distribute show books;
  • Compile OHS documentation and master financial management systems to assist with team training;
  • Manage supplier payments and purchase orders;
  • Support financial reconciliation of the production budget and sourcing final invoices;
  • Attend debriefs and document results;
  • Archive project files and update plans;
Requirements and Qualifications
  • Educated to degree level (preferable but not essential & dependent on experience);
  • Background in event delivery for corporate and tech clients;
  • Sufficient experience to take sole responsibility of delivering projects. Events experience is essential, and exhibition experience is advantageous;
  • Knowledge of branding and communication in events;
  • Strong written and verbal communication skills to build relationships with clients, other departments, and colleagues;
  • Proficient in using Word, Excel, and PowerPoint;
  • A clear and confident telephone manner to produce accurate and timely documentation for suppliers and clients;
  • Familiarity with hotel and travel working practices;
  • Ability to work collaboratively across internal departments and with all stakeholders;
  • Desire to learn and grow professionally;
  • Comfortable asking questions and clarifying task specifics;
  • Competent in managing given deliverables autonomously;
Personal Attributes
  • A positive, can-do attitude; eager to tackle challenges and work under tight deadlines;
  • An intelligent, ambitious, and highly motivated team player with a commitment to quality and professionalism;
  • Calm in a crisis, extremely organized, pro-active with good interpersonal skills;
  • Flexible, patient, able to prioritize, and a good negotiator;
  • Willingsness to get involved in the creative agency environment;
  • Pro-active by nature and with an ambition to learn;
  • A can-do person, with a positive nature who is able to build strong relationships, and has a willingness to learn and adopt new methods;
Key Skills

Key skills include:

Excellent written and verbal communication skills;
Proficiency in using Microsoft Office;
Experience in event delivery;
Strong organizational skills;
Ability to work under pressure and meet deadlines;
Good interpersonal skills;
Ability to learn and adapt quickly;
Flexibility and willingness to work varied hours;
Positive attitude and eagerness to learn and grow professionally.

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