Arc is the cool older sibling at UNSW. We pride ourselves on our obsession with student life because we know that the best part of going to uni is all the fun stuff you do outside the classroom. Our mission is to create the best student experience and we do that through a huge range of opportunities and services available to students online and in person. Working at Arc you’ll join a welcoming team of passionate people who believe in listening to students, working together and constantly being better. Plus there are plenty of employee perks like cake, volleyball, Arc Wellness and heaps more.
The event coordinator role is responsible for assisting the Roundhouse commercial events team and its delivery of events, ranging from corporate conferences to live music concerts.
You will be working with stakeholders, suppliers, and partners from enquiry through to execution of event. You will roster and manage event staff, coordinate logistics with the production, event, and food & beverage areas, whilst delivering a standard of service that earns repeat business.
ORGANISATIONAL CONTEXT
Arc @ UNSW is an incorporated company limited by guarantee governed by a Board of Directors of 15 people. Arc is a voluntary student membership organisation that provides recreational, cultural, representational and retail services to the students of the University of New South Wales (UNSW). The organisation operates as a commercial entity to maintain financial viability and to provide student services and programs for members.
The Venue & Events department manages the operations of the Roundhouse. We are committed to offering a high level of service to commercial clients, balanced with providing students on campus with a venue that offers a diverse and engaging event program.
KEY TASKS & ACCOUNTABILITIES
- Supporting the commercial events team with admin and event documentation which includes contracting and invoicing of events
- Contribute to a targeted sales strategy to build upon the existing client base, focusing on commercial events (conferencing and concerts), to grow revenue in line with the department’s strategic objectives;
- Ensure the delivery of high service standards and products that meet or exceed stakeholder expectations;
- Assist in developing and maintaining positive relationships with external stakeholders
- Liaise with merchandise companies on the delivery of event specific merchandising requirements including post event reporting
- Help manage venue availability and liaise with stakeholders on tour dates and shows
- Setting up ticketing builds for events and managing inventory of sales, holds and guest-lists
- On site event support – assist with the running and coordinating of events in venue
- Input and maintain event bookings in event booking software and generate detailed function sheets for weekly meetings to brief internal team
- Contribute where necessary to Arc’s events and activities that take place on campus but external to the Roundhouse;
- Assist managing budgetary income and expenditure across events ensuring compliance with monthly reporting and commercial cost of goods (COGs) alignment with pre-defined parameters;
- Comply with Arc WHS & Injury Management policy and procedures to actively participate in the achievement of a safe working culture.
