Conference and Events Coordinator
Location: Sydney, NSW
The Conference and Events Coordinator is primarily responsible for client administration and the provision of
a broad range operational support for the use of NIDA Theatres. Through close collaboration with the
Customer Service Officers – Box Office, Reception, and the Front of House Manager, this role is responsible
for providing exceptional coordination and support to both internal and external clients of NIDA and actively
enhancing the overall client experience.
Liaise with a wide range of internal and external clients to coordinate projects ensuring outcomes are
delivered on-time, within budget and to the highest standards.
Establish and maintain a high level of customer service and coordination for all internal and external
Liaise with contractors, procurement of furniture and assets for events, raising purchase orders and
processing invoices to deliver events within budget and to the needs of clients.
Respond to queries received via phone, email and face to face from internal and external hirers/clients
in relation to NIDA’s processes and procedures for venue bookings and event services.
Ensure accurate information and contract documentation is provided to the client before, during and
after the event, including finalisation and timely distribution of invoices and ticket settlements
Provide Reception and Box Office support and assist the NIDA Theatres team in exceeding the clients’
expectations by delivering exceptional events.
Maintain accurate and updated records of clients in NIDA’s venue and event management system and
records management system (RM8).
Provide the Head of NIDA Theatres with daily administrative and operational support.
Undertake other duties as required by your manager or their delegate.
Adhere to all WHS requirements of the organisation and relevant associated legislation.
Variable workload in response to daily work and/or project and event requirements.
Remaining focused in a fast paced environment.
Developing and maintaining excellent internal and external stakeholder client relationships and working
collaboratively to develop goals and solutions with others.
KEY PROFESSIONAL RELATIONSHIPS
Reports to: Head of NIDA Theatres
Internal: NIDA Staff and Students
External: Venue hirers, Contractors, Visitors, General public
Superior communication skills coupled with a calm and friendly can-do demeanour.
Demonstrated ability to multi-task and maintain resilience and professional behaviour in processing
competing requests in a high-traffic environment.
Excellent interpersonal, organisation and verbal and written communication skills.
Advanced computer skills with experience across the entire Microsoft Office suite and superior database
Experience in using a venue and event management system and records management system
(preferably RM8) to effectively manage, files and store electronic records.
Exceptional attention to detail and time management capabilities.
Demonstrated experience in using initiative to exceed clients’ expectations and develop efficient
systems and procedures.
Demonstrated willingness to embrace organisational change including use of technology and an ability
to analyse and problem solve in the context of change and continuous improvement.
Experience in preparing invoices and financial settlements.
Experience using Tessitura CRM and/or ticketing systems.
Interest in the performing arts.
This Position Profile will be reviewed and updated on a regular basis to reflect changes in the requirements
of the position.