Events Administrator

About Eventiv

Eventiv is a Melbourne-based event site, safety and operations management consultancy. We deliver site management, risk and safety consultation, and permit administration for festivals, councils and live performance clients across Victoria, including Beyond The Valley, Knox City Council, Maribyrnong City Council and Ultra Music Festival.

About the Role

This role provides dedicated administrative and on-site operational support to the Director across the summer season, ranging from venue-based risk & safety systems through to full site and operations management of major music festivals and events.

Workload builds through the season: a light administrative footprint over spring while permit and consultation work ramps up, growing to full-time from November as the peak summer festival period begins. The role is well suited to someone who wants a genuine season-long commitment with excellent exposure to a range of festivals and events, working alongside a diverse crew. The role could be worked around other contracts or studies if desired.

Key duties and responsibilities

Enquiries & correspondence

• Respond to email and phone enquiries from clients, contractors and the public on behalf of Eventiv, escalating to the Director where needed
• Track stakeholder correspondence and proactively follow up outstanding items so nothing stalls waiting on a reply
• Maintain contact lists and stakeholder databases across all active projects

Meetings & stakeholder coordination

• Coordinate meeting logistics, prepare agendas and circulate pre-reads for client and contractor meetings
• Attend meetings and take accurate minutes, distributing action items and tracking them through to completion
• Liaise with council officers, venue operators and client representatives to keep projects moving to schedule

Document control & permits

• Manage version control, copy editing and formatting of proposals, schedules, site plans and other client-facing documents to a consistent professional standard
• Administer permit applications and track submissions through to approval and sign-off
• Coordinate dangerous-goods and other regulatory compliance submissions where required

Contractor onboarding & compliance tracking

• Collect, check and file contractor insurance certificates, SWMS and other compliance documentation
• Track induction completion and site access records for crew and contractors ahead of bump-in
• Flag expired or missing documentation early enough to resolve before it becomes a site issue

Financial administration

• Maintain and update event budgets, tracking commitments and actuals against them
• Raise purchase orders and process and reconcile invoices, keeping a clean paper trail for each event
• Support end-of-event financial reconciliation and reporting to the Director

Scheduling & bump-in/bump-out support

• Build and maintain run sheets, production schedules and crew rosters
• Support bump-in and bump-out logistics coordination, including deliveries and site access scheduling
• Track schedule changes and communicate updates promptly to affected stakeholders

On-site operations

• Set up and staff the site office as the administrative and communications hub during build, show and break
• Operate radio communications and act as first point of contact for crew and contractor queries
• Provide production runner support and hold the ops desk across show days
• Maintain incident, near-miss and daily diary logs, keeping compliance records current on-site
• Undertake first-line problem-solving so issues reach the Director already triaged, not raw

Selection criteria

Essential

• Confident working across Google Docs, Sheets and the wider Google Workspace platform and/or Microsoft Office
• Experience with Asana or Monday.com, or a comparable project/task management tool
• Good literacy and numeracy skills, with high attention to detail in written correspondence and financial records
• Excellent interpersonal skills — comfortable liaising with clients, councils, contractors and crew
• Ability to work autonomously with minimal supervision, prioritising a variable workload across multiple concurrent projects
• Willingness and availability to work on-site during bump-in, show and bump-out, including some evenings, weekends and public holidays during peak season (Nov–Apr)
• Current driver's licence and own transport (regional travel required for some events)

Desirable

• Prior experience in events, festivals, live performance or venue operations administration
• Familiarity with WHS documentation — SWMS, inductions, permits — in an events or construction-adjacent context
• Experience with budget tracking, purchase orders or basic bookkeeping
• Current Working with Children Check, or willingness to obtain one

Working conditions

• This is a variable-hours role: weekly days move from 3 to 5 across the contract, tracking Eventiv's event calendar (see Hours & Schedule). Hours are agreed and rostered monthly in advance wherever possible.
• December through March is the peak delivery period across multiple concurrent events; overtime is likely during this window. Overtime will be paid in accordance with the Award, or banked as time off in lieu (TOIL) under a written agreement, with TOIL typically taken down in April–May.
• On-site work requires standing for extended periods, some physical handling of event materials, and working outdoors in variable weather.
• The role holder is expected to maintain professional, calm communication during live show conditions.
• The employer is an equal opportunity employer, and would happily discuss working with an applicant to overcome any barriers to entry and work through specifics.

Equipment & tools provided

• Eventiv will provide a two-way radio and any event-specific PPE required for on-site work
• Travel to venues outside the Melbourne metro area (e.g. Pitch in Ararat) will be reimbursed at the ATO cents-per-kilometre rate
• Accommodation would be provided for events outside of Melbourne as per the award
• The role holder will need their own laptop, phone and reliable transport

Probation & review

This role includes a 6-week probation period from the contract start date, with a formal check-in at 6 weeks and again at 3 months. Performance will be reviewed informally throughout the season, with a structured end-of-season review ahead of any decision to renew for 2027–28.

Pay: $65,400.00 – $75,300.00 per year

Benefits:

• Employee mentoring program
• Professional development assistance
• Travel reimbursement
• Work from home

Education:

• Diploma (Required)

Language:

• English (Required)

Licence/Certification:

• Full Driver Licence (Required)

Work Authorisation:

• Australia (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: Hybrid remote in Brunswick VIC 3056