Position Title: Bookings & Support Officer

Reports To: Director, Tribainslink

Employment Type: Permanent Part-Time (25 hours/week)

Location: Remote/Hybrid + Onsite at Sunshine Coast offices as required

Position Overview

The Bookings & Executive Support Officer provides vital coordination and administrative support across all Triballink business areas, including the Activity Centre, Cultural Training, Food Van, Mobile Programs, and Creative Services. This role is responsible for managing incoming inquiries, confirming bookings, and supporting the Director with diary, document, and communications management. As the central contact point for client and internal communication, this person plays a key role in ensuring smooth operations, excellent customer service, and driving business growth.

Key Responsibilities

Bookings & Client Support

· Manage all incoming phone calls, emails, and web inquiries related to bookings.

· Respond to client questions, send out booking forms, and follow up on confirmations.

· Maintain the central bookings calendar across all Triballink services.

· Liaise with the Site Supervisor, Food Experience Manager, and facilitators on availability.

· Coordinate bookings for mobile programs, cultural training, and community events.

· Send pre-event and post-event communications including feedback forms and thank-yous.

· Record all booking trends, client data, and evaluation summaries for reporting.

Administrative & Operational Support

· Monitor and manage online store orders, ensuring products are packed, dispatched, and delivered on time.

· Track incoming product shipments and liaise with suppliers to confirm order arrivals.

· Maintain digital and physical filing systems for bookings, forms, and project records.

· Ensure client and booking data is up-to-date and organised in shared folders.

· Provide administrative support to the Site Supervisor and Food Experience Manager as needed.

· Prepare booking packs, checklists, daily run sheets, and printed materials.

· Coordinate team-wide operational meetings and assist in actioning follow-ups.

Executive Support to the Director

· Manage the Director’s calendar, book meetings, and flag key deadlines.

· Assist with preparation of reports, project briefs, and funding documents.

· Prioritise daily tasks and help manage emails, client leads, and admin follow-ups.

· Maintain confidentiality and professionalism in all communications.

· Support proposal preparation, tender submissions, and documentation for partnerships.

Communications, Promotion & Brand Growth

· Proactively promote Triballink’s programs, services, and products to potential clients and partners.

· Help develop community engagement and marketing strategies.

· Coordinate staff content (photos, videos, testimonials) for use on socials or promotional materials.

· Respond to social media and web inquiries or forward them to relevant team members.

· Prepare and send out newsletters, info packs, and service brochures.

· Assist with website updates, listings, and showcasing new offerings.

Business Development & Strategic Support

· Identify trends, new opportunities, or client needs across programs.

· Provide regular feedback to the Director about opportunities for growth or improvement.

· Help scope new partnerships or service areas that align with Triballink’s mission.

· Assist with community consultations, stakeholder follow-ups, and database management.

· Maintain systems to track leads, partnership proposals, and bookings pipeline.

General Expectations

· Demonstrate cultural respect and alignment with Triballink’s vision.

· Attend relevant team meetings and contribute to positive team culture.

· Assist in problem solving, resource planning, and improving processes across the business.

Maintain confidentiality, data security, and integrity of all internal information.

Compliance & HR Support

· Track Blue Card, First Aid, and other compliance renewals for staff.

· Maintain updated records of licenses, certifications, and approvals.

· Support recruitment admin tasks (advertising roles, managing applications, onboarding paperwork).