Events Coordinator & Admin Officer

Written By Kinaway Marketing

Position: Events Coordinator & Admin Officer
Tenure: Full time
Level: Mid Level
Reports To: Operations Manager
Location: South Melbourne, Melbourne VIC

Organisational Context

Kinaway is the Victorian Aboriginal and Torres Strait Islander Chamber of Commerce. We provide business support and advocacy for our members, promote procurement opportunities, and build partnerships with government and corporate sectors. We are committed to strengthening the economic futures of Aboriginal and Torres Strait Islander people through cultural empowerment, visibility, and collaboration.

Role Purpose

This role is responsible for coordinating Kinaway-hosted functions and events, managing appointments at the the Kinaway Creative Space, and providing administrative support across the organisation. The role is dynamic and member-facing, requiring excellent organisational skills, cultural sensitivity, and a strong team ethic.

Key Responsibilities

Event Planning & Coordination

  • Coordinate Kinaway-hosted functions for members, corporate partners, and stakeholders—ensuring alignment with strategic objectives and cultural values.

  • Liaise with the Operations Manager on event budgeting, approvals, and expenditure tracking.

  • Plan and deliver all aspects of events, including scheduling, venue and supplier coordination, logistics, catering, and on-site delivery.

  • Develop and distribute post-event surveys to attendees; collate feedback and insights.

  • Provide timely post-event reports to the Operations Manager, including attendance, expenditure, member feedback, and recommendations for future events.

  • Maintain accurate documentation including run sheets, contracts, and risk assessments in line with Kinaway policies.

Kinaway Creative Space Coordination

  • Liaise with the Engagement Manager and coordinate the day-to-day bookings of the Kinaway Creative Space, equipment setup, and usage monitoring.

  • Liaise with members and internal staff to maximise engagement with the space.

  • Ensure the space is welcoming, functional, and fit for purpose at all times.

Team Collaboration

  • Collaborate with Membership, Partnerships, Programs, Marketing and other teams to support the delivery of coordinated and culturally appropriate events.

Administrative Support

  • Provide general administrative support including document preparation, data entry, scheduling, report updates and report writing across the team.

  • Provide support to the Project Manager ton ensure timely delivery of reports

  • Maintain accurate event records and provide reports post the event including feedback.

Key Performance Indicators (SMART KPIs)

1. Event Delivery

  • Minimum of 4–6 member or stakeholder events delivered per quarter.

  • Attendee satisfaction rating, average ≥ 4.5 / 5.

  • Pre-event logistics and plans submitted to Operations Manager, ≥ 95% submitted at in advance.

  • Tasks completed on time, ≥ 95%.

2. Budget & Financial Oversight

  • Event budgets submitted for approval at least two weeks prior to delivery, 100% compliance.

  • Budget adherence, variances ≤ 5% unless pre-approved.

  • Timely reconciliation of event expenses, submitted to Operations Manager within 5 business days of event.

3. Stakeholder Engagement & Communication

  • Event promotion and invitations issued within agreed timelines, ≥ 95% on schedule.

  • Member and partner communications responded to within 24 hours on business days.

4. Member Feedback & Reporting

  • Post-event survey distributed within 48 hours of event, ≥ 90% of events.

  • Event report completed and submitted to Operations Manager within 7 business days of event, ≥ 95% compliance.

  • Survey response rate, ≥ 30% of attendees.

  • Incorporation of feedback suggestions into future planning, ≥ 75%.

5. Creative Space & Admin Coordination

  • Creative space utilisation rate, ≥ 80%.

  • Bookings confirmed and scheduled, ≥ 90% confirmed within 48 hours of request.

  • General administrative tasks completed to a high standard and within required timeframes, ≥ 95% completion rate.

Capabilities & Experience

Qualifications

  • Diploma or degree in Event Management, Business Administration, Community Development, or a related field (preferred).

Experience

  • 2–4 years in event coordination or administration roles, preferably in not-for-profit, Indigenous-led, or community-focused organisations.

  • Experience in budgeting, supplier liaison, and cross-functional collaboration.

Skills & Attributes

  • Excellent organisational and multitasking skills.

  • Strong written and verbal communication skills.

  • Confidence in engaging with members, stakeholders, and vendors.

  • High level of cultural awareness and sensitivity.

  • Ability to work autonomously and as part of a collaborative team.

Working Conditions

  • This is a full-time position based in Melbourne.

  • Some after-hours work may be required to deliver events.

  • The role requires flexibility, initiative, and a commitment to Kinaway's values and purpose.

Kinaway Marketing https://kinaway.com.au
Previous

Membership Coordinator