Organisational Overview

Access Community Services Limited (ACSL) is Australia's leader and specialist in settlement, employment, training and youth and social enterprises for migrants, refugees and mainstream clients, in Queensland, particularly in the South East. As a community based, not for profit organisation limited by guarantee, we boast over a 30 year history of serving our local community which was originally established in Logan in 1984. We are committed to fostering community development, youth, settlement and employment initiatives and to providing personal support programs to address the needs of disadvantaged youth and community groups including migrants, refugees, humanitarian entrants and visa holders.

Position Overview

The QMC Bookings & Functions Coordinator is responsible for coordinating all aspects of bookings at the Queensland Multicultural Centre in line with the Centre's vision while complying with the venue's rules and regulations and ensuring a positive experience for all venue hirers and attendees.

Key Responsibilities

• Carry out all administrative tasks associated with the bookings from hirers, ensuring all relevant information is accurately recorded.
• Liaise with hirers, providing a high level of customer service to assist them with their requirements to hold their events and activities at the venue.
• Accurately assess, plan and allocate resources according to event requirements.
• Liaise with external contractors required to meet the hirers' needs, e.g. Technical Contractor, Catering Providers, Security etc.
• Prepare runsheets and notes in a timely and accurate manner for the Duty Manager(s), casual staff and the Facilities Manager to ensure the efficient and effective delivery of event(s).
• Conduct briefings (if required) with Duty Managers and casual staff prior to the event to ensure that they are clear on all their duties from bump in to bump out and are informed of the clients' needs and booking requirements
• Assist with venue set up and brief hirers on procedures and compliance of the venue prior to events.
• As required, act as a daytime Duty Manager and provide venue tours for potential hirers.
• Ensure accurate and timely invoicing of all bookings, including cancellations fees and any additional costs.
• Allocate casual staff requirements for event bookings to enable Venue Manager to prepare the staffing roster.
• Collect, record, handle and follow up on all reports received from Duty Manages and Technicians after every event held in the venue and liaise with the Venue Manager and the Facility Coordinator (if required) in resolving any relevant issues stated and organise repairs/replacements of damaged/broken equipment in a timely manner
• Assist in maintaining cleanliness and orderliness of all venue spaces and equipment when required and as directed by the Venue Manager and Facilities Coordinator.
• Assist in monitoring, maintaining and reviewing event processes, systems and recommend efficiencies where possible.
• Maintain open communication with BEMAC managers and the BEMAC team in assisting with the delivery of BEMAC bookings and programs
• Maintain positive professional relationships with venue hirers, contractors, staff and external & internal stakeholders including Government, Community and the private sector.
• Comply with legislation, policy and procedures including workplace health and safety.
• Work in a professional and culturally appropriate manner that develops respectful working relationships.
• Participate in corporate and community events.

Selection Criteria

• Minimum 3 years' experience in a similar role with demonstrated experience with event management in a venue.
• Demonstrated planning, time management and multitasking skills with strong attention to detail.
• A co-operative, flexible, can-do attitude and a willingness to learn.
• Ability to think-on-your-feet, demonstrating initiative and problem solving to ensure seamless and highly professional delivery of events for all hirers.
• Demonstrated ability to interpret general technical requirements and provide advice working in collaboration with the venue's contractors to achieve desirable outcomes for the hirer.
• Demonstrated experience in the management of Front of House operations including box office, bar & kiosk and ushering.
• Be readily available on call after hours and weekends as required to assist venue staff and hirers during events.
• Demonstrated ability to manage all venue staffing and administrative functions.
• High Computer Literacy skills, including strong skills in MS Office Suite including Outlook, Powerpoint, Excel and Word).
• Ability to work under pressure to meet deadlines.
• Well-developed verbal and written communication and interpersonal skills.
• Demonstrated experience in working with people from diverse backgrounds.
• Demonstrated experience in working with both corporate and culturally diverse communities.
• Demonstrated experience working respectfully and collaboratively with a broad range of stakeholders, including Aboriginal and Torres Strait Islanders and culturally and linguistically diverse communities.
• Computer literacy including Microsoft Word, Excel, Outlook.

Desirable

• Demonstrated knowledge and experience of QLD Government and BCC regulations relating to QLD Government venue compliance.
• Experience with QLD Government event management software.
• Current EWP certification.

Application

Forward your application addressing the selection criteria (no more than 2 pages) included along with the cover letter attachment and current resume.

***Applications will not be considered without the resume and response to selection criteria. Please merge your cover letter and selection criteria in a single document.***

We are an Equal Opportunity Employer and strongly encourage people with disability, Aboriginal & Torres Strait Islander people, mature aged workers and people from culturally and linguistically diverse backgrounds are strongly encouraged to apply.