GEMA on Tour - Event Coordinator | Open to Applicants in VIC, NSW and QLD

Office Based | Open to applicants in VIC, NSW and QLD

Join Australia's Leading Event Food & Beverage Team

GEMA On Tour is Australia's leading food and beverage event management company, delivering some of Australia's largest sporting events, festivals, agricultural shows and public activations.

From Formula 1 and Supercars to the Melbourne Royal Show and major venue partnerships, we manage the planning, coordination and delivery of hundreds of food trucks, pop-up vendors and retail food outlets across the country.

As our business continues to grow, we're looking for an organised, proactive and detail-focused Event Coordinator to join our national team.

This role sits at the heart of our operations.

You'll work closely with Event Managers, clients and our Operations team to coordinate every detail before an event goes live, ensuring vendors are contracted, compliant and fully prepared for successful delivery.

About the Role

This is a fast-paced coordination role where no two days are the same.

You’ll be responsible for managing the administrative and planning side of major events, ensuring every food vendor has the information, documentation and support they need before arriving onsite.

You’ll become the central link between our Event Managers, Operations team and national vendor network.

Key Responsibilities

Event Planning & Coordination

Coordinate food and beverage operations across multiple events simultaneously.

Attend planning and WIP meetings with Event Managers and clients.

Prepare event timelines and planning documentation.

Maintain event schedules and operational trackers.

Coordinate Expressions of Interest (EOIs) and vendor selection processes.

Prepare and issue vendor contracts.

Manage contract execution and follow-up.





Coordinate onboarding of successful vendors.

Maintain accurate vendor records and databases.

Prepare vendor information packs and event documentation.

Compliance

Collect and review all compliance documentation including:

Public Liability Insurance

Food Business Registrations

Gas & Electrical Test & Tag

Food Safety documentation

Relevant licences and permits

Ensure all vendor documentation is complete prior to event commencement.

Maintain compliance records across all events.

Administration

Prepare reports, spreadsheets and operational documentation.

Assist with event budgeting and financial administration.

Coordinate invoices, purchase orders and event reporting.

Update Monday.com boards and internal systems.

Produce operational run sheets, vendor schedules and site information.

Communication

Act as the primary office contact for vendors leading into events.

Liaise with clients, Event Managers and internal departments.

Respond to vendor enquiries promptly and professionally.

Ensure clear communication before, during and after events.

Be the face of GEMA On Tour for new enquiries, providing a professional and welcoming first point of contact.

Manage enquiry responses, follow-ups and communications throughout the vendor engagement process.

Maintain strong relationships with vendors, partners and stakeholders through proactive and professional communication.

Ensure databases and internal systems remain accurate and up to date.





Coordinate unsuccessful applicant communications while maintaining positive relationships for future opportunities

Assist in reviewing event outcomes.

Recommend improvements to systems and processes.

Support the ongoing development of GEMA On Tour's operational procedures.

About You

You love organisation.

You're the person who colour-codes spreadsheets, notices the tiny details everyone else misses and enjoys bringing order to complex projects.

You thrive in a busy environment, enjoy juggling multiple deadlines and genuinely like building relationships with people.

You’ll also understand that while this role is largely office based, you’ll occasionally attend major events to understand how everything comes together on site.

Skills & Experience

Previous experience in event coordination, project coordination or administration.

Strong organisational and time management skills.

High attention to detail.

Ability to manage multiple projects simultaneously.

Strong customer service and relationship management skills.

Advanced Microsoft Office skills, particularly Excel.

Experience using Monday.com or similar project management software is highly regarded.

Experience preparing contracts, reports and operational documentation is desirable.

Why Join GEMA On Tour?

Work behind the scenes on Australia's biggest events.

Join one of the fastest-growing event operations teams in the country.

Be part of a supportive and energetic culture.

Opportunity to develop into Event Management or National Operations roles.

Every event is different, meaning every week brings something current.

If you're passionate about organisation, planning and delivering exceptional events, we'd love to hear from you.

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📌 GEMA on Tour - Event Coordinator | Open to Applicants in VIC, NSW and QLD (Melbourne)
🏢 Gema Group
📍 Melbourne