About the Role

Eden Oak is a premium hotel venue located in Geelong, offering state-of-the-art function spaces for corporate events, private gatherings, and weddings. With new facilities and an on-site restaurant launched to enhance our function services, we are seeking an experienced and detail-oriented Program or Project Administrator to support the coordination and delivery of events and function-related projects.

Key Responsibilities

Coordinate end-to-end function and event logistics, including venue setup, service provider engagement, and project timelines

Liaise with clients and internal teams regarding bookings, requirements, changes, and service customisation

Maintain documentation such as contracts, booking forms, and service agreements, ensuring timely updates and filing

Collaborate with catering, sales, tech support, and third-party vendors to ensure smooth delivery of each function

Report to senior management on project progress and proactively provide constructive suggestions for improvements or issue resolution.

Monitor contractors or service teams during events and report any variations to expected deliverables

Prepare event summary reports, collect feedback, and support the improvement of services and customer experience

Compile and analyse data on event types, budgets, and venue usage to support strategic planning

Support marketing and communications with promotional input for new venues and offerings

Assist in coordinating office and operational space planning when required

Requirements

A bachelor’s degree or higher in business, hospitality, event management, or a related field is essential

Proven experience for at least 2 years in project administration, event coordination, or hospitality operations

Strong interpersonal and organisational skills, with the ability to manage multiple tasks and meet deadlines

Proficiency in document handling, Microsoft Excel, and workflow/project tracking tools

Excellent verbal and written communication skills in English

Ability to work collaboratively with clients, vendors, and internal departments across multiple functions

A proactive and solutions-oriented mindset with a high level of attention to detail