Senior Coordinator, Meetings & Special Events | Western Sydney Venues
AtGema 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 ****, we've built our reputation on delivering exceptional experiences, and our Meetings & Events (MASE) team is at the heart of that.
We're looking for aSenior Coordinator, Meetings & Special Eventsto 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.
This role is based inSydney Olympic Parkand will work across bothAccor StadiumandCommBank Stadium.
About the Role
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.
What You'll Do
Lead client relationships post-sale, confirming event requirements across catering, room layout, AV, signage, and branding
Build detailed run sheets, floorplans, schedules, and logistics documents for events of varying scale and complexity
Coordinate across catering, AV/technical, operations, security, and cleaning teams to deliver seamless events
Take the lead in office for event delivery,



including troubleshooting on the day
Mentor and support junior coordinators, sharing knowledge and helping build team capability
Maintain accurate documentation, CRM records, and client correspondence
Track event costs, supplier invoices, and internal chargebacks
Prepare post-event summaries and client feedback reports
Champion compliance with Gema's Integrated Management System (IMS), including WHS, quality, and environmental standards
What You'll Bring
Proven experience coordinating events in a venue, stadium, or hospitality setting, ideally with some experience leading or mentoring others
Exceptional organisational skills and the ability to juggle multiple events and deadlines without missing a beat
Strong communication and stakeholder management, you're comfortable being the calm, confident point of contact for clients and internal teams alike
A problem-solving mindset and the composure to handle curveballs on event day
Experience using Momentus or a similar event-management system would be advantageous but is not essential
Confidence with Microsoft Office and CRM/event planning systems
A solid understanding of WHS, venue safety, and event risk management
A genuine passion for hospitality and operational excellence
Why Gema?
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.
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📌 Senior Coordinator, Meetings & Special Events | Western Sydney Venues (New South Wales)
🏢 Gema Group
📍 New South Wales