Job Description

Senior Coordinator, Meetings & Special Events | Western Sydney Venues

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At Gema Group, we bring people together, from intimate boardroom meetings to large-scale conferences and events across some of Australia's most iconic venues. As a family-owned hospitality business since 1984, we've built our reputation on delivering exceptional experiences, and our Meetings & Events (MASE) team is at the heart of that.

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We're looking for a Senior Coordinator, Meetings & Special Events to take ownership of end-to-end event delivery, lead by example within the team, and be the steady, experienced hand our clients and colleagues can rely on.

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This role is based in Sydney Olympic Park and will work across both Accor Stadium and CommBank Stadium.

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About the Role

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This role sits at the centre of our event operations, coordinating everything that happens once a booking is confirmed, from first client conversation through to post-event wrap-up. You'll manage a portfolio of events across catering, AV, layout, and logistics, working closely with internal teams and external suppliers to make sure every detail lands. As a senior member of the team, you'll also mentor junior coordinators, take the lead on our more complex or high-profile events, and help troubleshoot when things get busy.

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What You'll Do

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- Lead client relationships post-sale, confirming event requirements across catering, room layout, AV, signage, and branding
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- Build detailed run sheets, floorplans, schedules, and logistics documents for events of varying scale and complexity
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- Coordinate across catering, AV/technical, operations, security, and cleaning teams to deliver seamless events
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- Take the lead in office for event delivery, including troubleshooting on the day
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- Mentor and support junior coordinators, sharing knowledge and helping build team capability
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- Maintain accurate documentation, CRM records, and client correspondence
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- Track event costs, supplier invoices, and internal chargebacks
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- Prepare post-event summaries and client feedback reports
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- Champion compliance with Gema's Integrated Management System (IMS), including WHS, quality, and environmental standards
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What You'll Bring

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- Proven experience coordinating events in a venue, stadium, or hospitality setting, ideally with some experience leading or mentoring others
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- Exceptional organisational skills and the ability to juggle multiple events and deadlines without missing a beat
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- Strong communication and stakeholder management, you're comfortable being the calm, confident point of contact for clients and internal teams alike
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- A problem-solving mindset and the composure to handle curveballs on event day
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- Experience using Momentus or a similar event-management system would be advantageous but is not essential
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- Confidence with Microsoft Office and CRM/event planning systems
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- A solid understanding of WHS, venue safety, and event risk management
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- A genuine passion for hospitality and operational excellence
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Why Gema?

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You'll be joining a business with real scale and reach, 16 venues across Victoria, NSW, and Queensland, and major event partnerships including the Australian Open, the Formula One Grand Prix, and Supercars. It's a team environment where your experience will genuinely shape how events come together, not just execute someone else's plan.

📌 Senior Coordinator, Meetings & Special Events | Western Sydney Venues (New South Wales)
🏢 Gema Group
📍 New South Wales