Job Description

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

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

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Join Australia's Leading Event Food & Beverage Team

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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.

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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.

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

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This role sits at the heart of our operations.

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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.

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About the Role

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

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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.

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

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Key Responsibilities

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Event Planning & Coordination

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Coordinate food and beverage operations across multiple events simultaneously.

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Attend planning and WIP meetings with Event Managers and clients.

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Prepare event timelines and planning documentation.

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Maintain event schedules and operational trackers.

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

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Prepare and issue vendor contracts.

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Manage contract execution and follow-up.

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Coordinate onboarding of successful vendors.

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Maintain accurate vendor records and databases.

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Prepare vendor information packs and event documentation.

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Compliance

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Collect and review all compliance documentation including:

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Public Liability Insurance

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Food Business Registrations

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Gas & Electrical Test & Tag

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Food Safety documentation

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Relevant licences and permits

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Ensure all vendor documentation is complete prior to event commencement.

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Maintain compliance records across all events.

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Administration

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Prepare reports, spreadsheets and operational documentation.

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Assist with event budgeting and financial administration.

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Coordinate invoices, purchase orders and event reporting.

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Update Monday.com boards and internal systems.

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Produce operational run sheets, vendor schedules and site information.

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Communication

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

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Liaise with clients, Event Managers and internal departments.

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Respond to vendor enquiries promptly and professionally.

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Ensure explicit communication before, during and after events.

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

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

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

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

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Coordinate unsuccessful applicant communications while maintaining positive relationships for future opportunities

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Assist in reviewing event outcomes.

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Recommend improvements to systems and processes.

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

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About You

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You love organisation.

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

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

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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.

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Skills & Experience

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Previous experience in event coordination, project coordination or administration.

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Strong organisational and time management skills.

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High attention to detail.

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Ability to manage multiple projects simultaneously.

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Strong customer service and relationship management skills.

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Advanced Microsoft Office skills, particularly Excel.

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

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Experience preparing contracts, reports and operational documentation is desirable.

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Why Join GEMA On Tour?

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Work behind the scenes on Australia's biggest events.

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

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Be part of a supportive and energetic culture.

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Opportunity to develop into Event Management or National Operations roles.

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

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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 (Victoria)
🏢 Gema Group
📍 Victoria