Senior Coordinator, Meetings & Special Events | Western Sydney Venues

About Us

At Gema Group, we bring people together, from intimate boardroom meetings to large-scale conferences and events across some of Australia's most iconic venues. As a family-owned hospitality business since 1984, we've built our reputation on delivering exceptional experiences, and our Meetings & Events (MASE) team is at the heart of that.

We're looking for a Senior Coordinator, Meetings & Special Events to take ownership of end-to-end event delivery, lead by example within the team, and be the steady, experienced hand our clients and colleagues can rely on.

This role is based in Sydney Olympic Park and will work across both Accor Stadium and CommBank Stadium.

About the Role

This role sits at the centre of our event operations, coordinating everything that happens once a booking is confirmed, from first client conversation through to post-event wrap-up. You'll manage a portfolio of events across catering, AV, layout, and logistics, working closely with internal teams and external suppliers to make sure every detail lands. As a senior member of the team, you'll also mentor junior coordinators, take the lead on our more complex or high-profile events, and help troubleshoot when things get busy.

What You'll Do

• Lead client relationships post-sale, confirming event requirements across catering, room layout, AV, signage, and branding

• Build detailed run sheets, floorplans, schedules, and logistics documents for events of varying scale and complexity

• Coordinate across catering, AV/technical, operations, security, and cleaning teams to deliver seamless events

• Manage relationships with external suppliers — furniture, equipment hire, entertainment, décor

• Take the lead on-site for event delivery, including troubleshooting on the day

• Mentor and support junior coordinators, sharing knowledge and helping build team capability

• Maintain accurate documentation, CRM records, and client correspondence

• Track event costs, supplier invoices, and internal chargebacks

• Prepare post-event summaries and client feedback reports

• Champion compliance with Gema's Integrated Management System (IMS), including WHS, quality, and environmental standards

What You'll Bring

• Proven experience coordinating events in a venue, stadium, or hospitality setting, ideally with some experience leading or mentoring others

• Exceptional organisational skills and the ability to juggle multiple events and deadlines without missing a beat

• Strong communication and stakeholder management, you're comfortable being the calm, confident point of contact for clients and internal teams alike

• A problem-solving mindset and the composure to handle curveballs on event day

• Experience using Momentus  or a similar event-management system would be advantageous but is not essential

• Confidence with Microsoft Office and CRM/event planning systems

• A solid understanding of WHS, venue safety, and event risk management

• A genuine passion for hospitality and operational excellence

Why Gema?

You'll be joining a business with real scale and reach, 16 venues across Victoria, NSW, and Queensland, and major event partnerships including the Australian Open, the Formula One Grand Prix, and Supercars. It's a team environment where your experience will genuinely shape how events come together, not just execute someone else's plan.

Ready to bring your event expertise to a team that delivers on a big stage? Apply now.