Staffing Coordinator | Brisbane's most iconic venue

A bit about us... With over 40 years' experience in the food and beverage industry, GEMA Group understands integrity and commitment to our clients, but most of all, the promise to provide quality time and time again.

At GEMA Group, our people and culture set us apart. We're a tight-knit team of passionate, like-minded professionals who don't just work in events, we live and breathe them. With a stellar reputation across the industry, we take pride in delivering unforgettable experiences in major cities and regional hubs nationwide.

We have a rare opportunity to join our wonderful team at Brisbane City Hall in the newly created role of Staffing Coordinator.

Brisbane City Hall has been at the heart of events that have shaped the city's future and celebrated monumental milestones. The grand interiors echo with countless celebrations, gala occasions, festivals, and commemorations.

About the Role

We're looking for a Staffing Coordinator to join our team and take ownership of the people side of every event, making sure the right staff are in the right place at the right time, every time. You'll be the go-to person for rosters, availability, and last-minute changes, with payroll and billing accuracy sitting alongside as part of getting the details right.

This is a role for someone who's organised, proactive, and genuinely enjoys bringing order to a fast-moving environment.

What You'll Be Doing

- Workforce Planning & Rostering — You'll build and manage staff rosters matched to each event's unique requirements, adjusting quickly when things change (because in events, they always do). You'll handle availability, leave requests, and last-minute replacements to make sure we're always resourced and ready.




- Staff Support & Communication — You'll be the first point of contact for staff on shift-related questions, pay queries, and roster changes, keeping communication clear and timely across a busy team.
- Payroll Coordination — Timesheets in, payroll out, accurately and on time. You'll review and approve timesheet data and prepare payroll exports. A solid understanding of Awards, EBAs, and Fair Work obligations is essential here.
- Invoicing & Event Financials — You'll help generate client invoices in line with contracts, making sure chargeable items — additional labour, equipment, late variations — are captured before billing goes out.
- Labour Cost Awareness — Before an event, you'll keep an eye on projected labour spend against approved budgets, flagging inefficiencies early and working with management to keep costs in check without compromising service delivery.
- Reporting — Post-event, you'll pull together explicit staffing and labour summaries and help maintain accurate records.

What We're Looking For

- Experience in workforce coordination, rostering, or a similar people-focused admin role. Hospitality or events experience is a big plus
- Familiarity with workforce management platforms (HumanForce, Deputy or similar)
- A solid grasp of Australian Fair Work standards and hospitality award conditions
- Comfortable working with data and Excel, you'll use both regularly
- Someone who's detail-oriented, calm under pressure, and great at communicating across teams

Why GEMA Group at Brisbane City Hall?

You will have real ownership of your work. You will collaborate closely with our Operations and Sales teams, contribute to meaningful process improvements, and thrive in a supportive team that loves to celebrate your achievements!

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📌 Staffing Coordinator (Brisbane)
🏢 Gema Group
📍 Brisbane