Events Coordinator
Event Coordinator – Wintec Venues
Wintec Venues is seeking an organised, motivated and ideas-driven Event Coordinator to support the planning and delivery of external events across our Hamilton City Campus venues.
This role plays a key part in delivering successful events for our clients and community. Working closely with the Events Manager and wider venues team, you will coordinate event enquiries, manage venue bookings, and support the delivery of a wide range of events including conferences, corporate functions, community events and special occasions.
This is a varied role that combines client coordination, detailed event planning and hands-on operational support to ensure every event runs smoothly.
You’ll also have the opportunity to think creatively, contribute ideas, and help clients elevate their events beyond the expected.
Key responsibilities
- Manage external event enquiries and venue bookings from initial enquiry through to event delivery.
- Prepare event documentation including quotes, hire agreements, run sheets, timelines and event schedules.
- Liaise with clients to shape and refine their event vision, offering ideas and guidance on layouts, flow, and overall experience.
- Conduct venue tours and support prospective clients with venue hire enquiries.
- Work closely with internal teams including facilities, setup staff and the AV technician to ensure events are delivered according to plan.
- Attend events to provide operational support and ensure the event experience is delivered as envisioned.
- Contribute creative ideas and solutions to enhance event delivery, guest experience and use of venue spaces.
- Coordinate event setups and ensure venues are presented to a high standard prior to events.
- Support the Events Manager with the planning and delivery of major events and special projects, including providing operational support for Wintec Graduation.
- Maintain organised digital event files and documentation using Microsoft platforms including Teams, SharePoint, OneNote and Excel.
- Assist with maintaining Wintec Venues social media platforms by sharing content from events and venue activity.
About you
You’ll be confident working in a client-facing environment and enjoy balancing detailed planning with the practical aspects of event delivery.
You’re someone who doesn’t just follow a brief — you bring ideas. You enjoy helping clients think outside the box and take pride in creating events that feel thoughtful, well-executed and a little bit different.
You will bring strong organisational skills, excellent communication and a proactive approach to problem solving. The ability to manage multiple events, build positive relationships, and remain calm under pressure is essential.
What we're looking for
- At least three years’ experience coordinating events, functions or conferences in a venue, hospitality or event management environment.
- Strong organisational and time management skills with the ability to manage multiple deadlines.
- Excellent interpersonal and communication skills with a professional and confident client-facing approach.
- A practical, solutions-focused mindset and willingness to assist with operational event tasks when required.
- Experience working collaboratively with internal teams, suppliers and contractors.
- A relevant tertiary qualification in event management, hospitality, business or a related field is desirable but not essential.
- A creative mindset with the confidence to contribute ideas and enhance the overall event experience.
Why join Wintec Venues?
As part of the venues team, you’ll work across a wide variety of events — no two days are the same. You’ll have the chance to contribute ideas, work closely with clients, and help shape events that genuinely stand out.
Closing date for applications is April 1. We will be reviewing applications as they come in, and this vacancy may close early if a suitable applicant is found.
