Senior Coordinator, Meetings & Special Events | Western Sydney VenuesAt 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 ****, 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 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.This role is based in Sydney Olympic Park and will work across both Accor Stadium and CommBank Stadium.About the RoleThis 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 DoLead client relationships post-sale, confirming event requirements across catering, room layout, AV, signage, and brandingBuild detailed run sheets, floorplans, schedules, and logistics documents for events of varying scale and complexityCoordinate across catering, AV/technical, operations, security,



and cleaning teams to deliver seamless eventsTake the lead on-site for event delivery, including troubleshooting on the dayMentor and support junior coordinators, sharing knowledge and helping build team capabilityMaintain accurate documentation, CRM records, and client correspondenceTrack event costs, supplier invoices, and internal chargebacksPrepare post-event summaries and client feedback reportsChampion compliance with Gema's Integrated Management System (IMS), including WHS, quality, and environmental standardsWhat You'll BringProven experience coordinating events in a venue, stadium, or hospitality setting, ideally with some experience leading or mentoring othersExceptional organisational skills and the ability to juggle multiple events and deadlines without missing a beatStrong communication and stakeholder management, you're comfortable being the calm, confident point of contact for clients and internal teams alikeA problem-solving mindset and the composure to handle curveballs on event dayExperience using Momentus or a similar event-management system would be advantageous but is not essentialConfidence with Microsoft Office and CRM/event planning systemsA solid understanding of WHS, venue safety, and event risk managementA genuine passion for hospitality and operational excellenceWhy 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 setting 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
🏢 Gema Group
📍 Sydney