Functions and Events Coordinator | Elsewhere at SAM - Shepparton

Part-time, minimum 20 hours per week | $32 to $35 per hour plus super, depending on experience

About us

Elsewhere is an independent, locally owned café and restaurant inside the 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. (SAM runs its own program of events, and we sometimes cater and support them.)

About the role

This is a part-time position, minimum 20 hours per week, with additional hours during busy function periods. Most planning is done from home, with time on site for site visits and the start of larger events.

You'll own our functions from the first enquiry to the final invoice. You'll be the main contact for our clients, plan every detail, and brief our team so they can deliver each event the Elsewhere way. Our trained front-of-house team looks after set-up, service and pack-down on the day.

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

In your first few months, you'll learn the quirks of the spaces and the building, then work with us to improve and systemise our functions process, from enquiry to final invoice. Better systems mean less admin for you, more time for the parts of the job you love, and a smoother experience for every client. We're open to fresh ideas and new ways of doing things.

Key responsibilities

Work with us to improve and systemise our functions processes, from enquiry to final invoice

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

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

Plan and coordinate every part of the event, including catering, beverages, styling, decor, suppliers and entertainment

Turn every booking into a explicit event sheet and brief our kitchen and function team

Look after function invoicing, deposits and payment follow-up

Run site visits, and be on site at the start of larger events to make sure everything is set up and running smoothly

Market our functions and grow bookings and revenue

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

Looking after clients from first contact to final invoice

You'll also bring

2+ years' experience planning and coordinating functions or events

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

Comfortable getting hands-on when an event needs it

Calm under pressure

Some evening and weekend availability for site visits and larger events

Nice to have

Hospitality experience

Marketing experience, especially marketing events

Experience with Xero, Canva or booking systems

Current RSA

What we offer

Flexible hours, 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

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