About us

Elsewhere is the café inside Shepparton Art Museum. Full table service, food made fresh to order, lake views and a team that cares about how people feel when they walk in.

We create unique experiences, and that carries from our dining room through to our functions. We host events across the building, in the café and in the Museum’s Level 4 function space. Weddings, engagements, private celebrations, corporate conferences and workshops, all with the same care and creativity.

About the role

This role is a part-time position, minimum 20 hours per week, with additional hours during busy function periods. Hours vary week to week depending on the events calendar. Most planning and admin is done from home, with time on site for site visits and running functions.

You'll fully manage our functions, from the first enquiry to the final invoice. You'll be the main contact for our clients, lead our team on the day, and make sure every event feels like Elsewhere. Alongside functions, you'll play a big part in the day-to-day administration of the business, keeping things organised so our directors can focus on growing it.

We've never actively marketed our functions, and people still find us. Part of this role is changing that.

Key responsibilities

Functions

- Manage every function enquiry, from first contact and quotes through to confirmed booking

- Be the main point of contact for clients, guiding them through menus, numbers and timings

- Work with clients to understand their vision and bring it to life

- Plan and coordinate every part of the event, including catering, beverages, styling,



decor, suppliers and entertainment

- Quote and book from our function packages, making sure every event meets our minimum spends and stays profitable

- Turn every event brief into a clear plan, coordinating the kitchen, suppliers and our team

- Set up, run and pack down every function, from styling the space and setting tables to leading the team on the floor and resetting the room afterwards

- Market our functions and grow bookings and revenue

Administration

Alongside functions, you'll take on business administration that keeps Elsewhere running smoothly.

- Manage the business inboxes, handling what you can and flagging what needs the directors

- Look after function invoicing, deposits and following up payments

- Support day-to-day business admin and help improve our systems and processes

What we're looking for

We're looking for an experienced functions and events coordinator who loves hospitality and knows how to turn an enquiry into an event people remember. You'll bring experience in:

- Taking enquiries through to confirmed bookings, including quotes, deposits and terms

- Writing running sheets and event briefs, and briefing teams from them

- Coordinating kitchen,



suppliers and staff around an event

- Leading functions on the day or night

- Looking after clients from first contact to final invoice

You'll also bring

- 2+ years' experience planning and running functions or events, or leading service in hospitality

- Administration experience

- Exceptional customer service and phone manner

- Confident with Google Drive, Gmail and Google Sheets

- Incredibly organised, with a strong eye for detail, especially around presentation and service

- A practical, hands-on approach to set-up, service and pack down, including moving furniture

- Calm under pressure

- Availability for a varied roster, including evenings and weekends

- Current RSA

Nice to have

- Marketing experience, especially marketing events

- Experience with Xero, Canva or booking systems

What we offer

- Flexible schedule, with most planning done from home

- A creative, dedicated and supportive team in one of the most beautiful spaces in the region

- A role you can shape, with the potential for more hours as our functions grow

- Employee perks such as discounts and regular team activities

To apply

- Apply through SEEK with your resume and a cover letter telling us about your experience.

- Please include your availability, including evenings and weekends.

Start date is flexible, ideally before Christmas or early January at the latest.

Applications close Saturday 21 November. We’ll review applications as they come in and may close early for the right person.

📌 Functions, Events and Admin Coordinator | Elsewhere at SAM - Shepparton
🏢 Elsewhere at SAM
📍 Shepparton