Christmas Projects - admin and planning

This is a hands-on admin / planning support role working at pace during our busiest time of year. You’ll ensure that every detail of project documentation, inductions, and access requirements is accurate, on time, and ready to enable our install teams to work seamlessly on site. Admin / Events planning experience is required.

Key responsibilities include

Managing and preparing project documentation to ensure all requirements are met and filed accurately.

Taking ownership of the induction process with our corporate clients – liaising with building management and security to ensure our teams are fully inducted and approved.

Coordinating site access, permits, and compliance requirements so install crews can focus on delivery.

Understanding and communicating all site restrictions, working conditions, and requirements in advance.

Acting as the link between our clients, project leads and install teams to keep everything running smoothly.

Providing general administrative support during install and pack-down to keep projects on track.

Supporting installation crews and packing crews with display pickups, supplies, extra set of hands, inventory management

About You

We’re looking for someone who thrives in a fast-paced environment, can juggle competing deadlines, and is comfortable dealing with both detail and complexity. You’ll be proactive, organised, and confident communicating with corporate clients, building managers, and installers alike.

You’ll bring

- Strong administration and coordination skills,



ideally gained in events.
- High computer literacy
- A proactive approach – anticipating what needs to be ready before the team gets on site.
- High attention to detail and the ability to manage compliance-heavy processes.
- Excellent communication skills, including the confidence to handle tricky or complex customers
- Strong problem-solving skills, with the ability to find solutions quickly under pressure.
- Resilience and composure when working through challenges in a fast-paced, high-stakes workplace
- Current driver’s licence and willingness to travel locally for tasks such as sourcing supplies and print pickup
- The flexibility and energy to work in a short-term, high-intensity seasonal role.

The Details

Role type: Casual Short-term, seasonal (now–January)

Location: Based at our Coburg North warehouse/ studio / office.

Hours: Full-time during the peak season, with some flexibility needed around installs and pack-downs

Start: ASAP – applications reviewed as received

Why Join Us?

This is your chance to be part of creating some of Melbourne’s most exciting Christmas displays. You’ll play a critical role behind the scenes, enabling our creative and install teams to bring festive magic to life – on time, on brand, and to the highest standards.

Job Types: Casual, Seasonal

Ability to commute/relocate

Coburg North, VIC 3058: Reliably commute

Licence/Certification

Drivers Licence (full or provisional) (Preferred)

Work Authorisation

Australia (Required)

Work Location: In person

📌 Administrative Assistant Project Coordinator (Coburg)
🏢 The Festive Store
📍 Coburg