Event and Office Administrator

Office & Event Administrator

Casual or Seasonal Fixed-Term Contract | 3 - 5 Days Per Week | 20-25hrs Per Week | Bassendean

Swan Event Hire is looking for a capable, organised and energetic Office & Event Administrator to join our busy team.

This is a varied, hands-on role supporting the people who bring events, weddings, festivals, corporate functions and major events to life across Western Australia. You’ll work closely with our Bookings and Operations teams, helping keep our customers informed, our office and team organised and our event administration running smoothly.

The position is ideally suited to someone who enjoys variety, takes pride in getting the details right and is equally comfortable speaking with a customer, following up an invoice or helping the team prepare for a busy week of events.

About the role

This is a casual or seasonal fixed-term position working approximately three to five days per week with flexibility in hours and days to meet your needs.

Your responsibilities will include:

• Providing day-to-day administrative support to the Bookings and Operations Managers

• Responding to customer enquiries by phone and email

• Assisting customers with bookings, quotes and general product information

• Entering and updating bookings accurately in our hire-management system

• Preparing booking documents, schedules and other event paperwork

• Following up outstanding accounts and assisting with accounts receivable

• Maintaining customer, employee and business records

• Providing light HR administration, including onboarding paperwork and staff records

• Assisting with simple marketing tasks, social media and website updates

• Ordering office supplies and helping keep the office organised

• Liaising with customers, suppliers and our warehouse and event crews

• Pitching in wherever needed during busy event periods

• Assisting in resolving problems in our logistics and operations systems and plans 

About you

Event-hire experience isn't needed—we can teach you our products and systems. What matters most is that you are organised, dependable, great with people and excited by a challenge. 

You will ideally have:

• Previous experience in administration, customer service, bookings or office support

• Strong written and verbal communication skills

• Excellent attention to detail and accurate data-entry skills

• A friendly, confident and professional phone manner

• The ability to manage competing priorities in a fast-moving environment

• Confidence using Microsoft Office, email and cloud-based systems

• The initiative to identify what needs doing and get on with it

• A calm, practical approach when plans or priorities change

• Basic accounts or accounts-receivable experience

• An interest in events, hospitality, logistics or creative industries

Experience with CRMs and Xero would be helpful, but it is not essential.

Why join Our Team?

We are a growing WA-owned business supplying marquees, furniture and event equipment for everything from private celebrations to large-scale public and corporate events.

You’ll join a young and fun team where your contribution will be visible and valued. No two days are quite the same, and you’ll have the opportunity to learn about the events industry while building experience across bookings, operations, accounts, HR, marketing and office coordination.

We offer:

• Flexible part-time hours across three to five days per week

• A varied role with responsibility

• A supportive, down-to-earth team

• Exposure to some of WA’s most exciting events

• The opportunity to grow with an established and expanding business

How to apply

Please send us your résumé and a short cover letter telling us:

• Why this role appeals to you

• Your relevant administration or customer-service experience

• Which days you are available to work

• When you would be available to start

If you are highly organised, love helping customers and enjoy being the person who keeps everything moving and orderly behind the scenes, we would love to hear from you.