We are seeking an EVENTS COORDINATOR to join our client for the upcoming project VIVID, SYDNEY!!!

Start Date: ASAP
End Date: 10th July 2026
Pay Rate: $500 - $550 per day
Location: McKell Building in Sydney – 3 days onsite and 1 day at home, per week

Details of the role:

The Business Operations Coordinator is responsible for the business operations and administrative requirements of the Vivid Sydney team and provides administrative support to the Vivid Sydney Festival Director in areas including but not limited to recruitment, budget tracking, financial reporting, procurement, contracting, business systems and document management.

Reporting:

The Business Operations Coordinator reports directly to the Head of Projects, Vivid Sydney. Positions reporting to the Business Operations Coordinator are relevant suppliers as required

Key Responsibilities include but are not limited to:

• Business administration coordination and process improvement
• Finance and budgeting
• Customer service and project coordination
• Procurement and contracts coordination
• Document and records management
• Customer service

Key Accountabilities:

• Coordinate the delivery of business operations, administrative, financial, procurement and support services to ensure the business needs of the Vivid Sydney team
• Oversee and audit the contract management process including maintaining the Vivid Sydney Contract Management Database to monitor and report on contractual deliverables, key performance indicators, and milestones in relation to event owner, artist and supplier contracts
• Coordinate the preparation of grant applications and acquittals as required
• Work with the Festival Director, Head of Projects, Destination NSW Finance team and other relevant team members to monitor the Vivid Sydney budget and provide effective delivery of day-to-day financial operations including weekly reporting, year-end reconciliation, forecasting, box office modelling, cash-flow and financial planning.
• Support the finance function of the Vivid Sydney team with event invoicing and purchasing processes
• Understand and apply financial processes to achieve value for money and minimise financial risk
• Oversee the Vivid Sydney team workflow for the tracking and processing of all Vivid Sydney invoices and payment requests to the Event Development Business Operations Team.
• Coordinate, maintain, monitor and review Vivid Sydney customer enquiry channels (pre, during and post festival) e.g. phone and email including developing or processing responses for approval and responding to correspondents, as directed, in a timely manner
• Oversee and maintain the procurement process and systems for the Vivid Sydney team and any other procurement as required including the procurement pages on the Vivid Sydney website, preparation of Request for Quotation documentation and any other advertising regarding team and other procurement
• Coordinate Vivid Sydney contractor inductions, onboarding process and facilitate contractor requirements
• Schedule and chair meetings when required, prepare and distribute meeting agendas and minutes, monitor actions
• Build and maintain strong internal relationships to ensure Vivid Sydney’s strategic objectives and processes are clearly communicated and functioning effectively
• Actively collaborate with units across Destination NSW to provide seamless support and guidance
  to Vivid Sydney partners in line with established plans, budgets, timeframes, event objectives and priorities
• Prepare, coordinate, review and prioritise a range of documentation including correspondence, briefings and submissions, including Ministerial and agency documents, to ensure that information is accurate, filed and aligns with organisational policies, standards and guidelines
• Manage the coordination, maintenance and tracking of the Vivid Sydney Documents Register for Vivid Sydney participants and stakeholders including contractors, event owners, artists, venues and suppliers
• Contribute to continuous business improvement across the Vivid Sydney team including reviewing and maintaining work processes and procedures and recommending opportunities for efficiency
• Work with relevant Vivid Sydney team members to oversee the development, implementation and refinement of business systems to support the Vivid Sydney’s team activities including CRM programs, workflow management platforms, records and contracts management, business performance tracking and reporting in line with organisational strategy.
• Balance competing deadlines and stakeholder requirements in a complex and demanding work environment ensuring high attention to detail and quality output.
• Build and maintain productive internal relationships, keeping abreast of organisation-wide business programs that impact on the work of the Vivid Sydney team

Mandatory Requirements:

• Demonstrated experience as an Event Coordinator on major projects as mentioned above
• Must have a collaborative mindset
• Must pass a Police Check
• Must have two work related references

APPLY NOW by clicking the link, calling our team on 02 6669 1000 or emailing our team at [email protected]