Operations / Event Support Officer

We’re looking for a friendly, organised and adaptable Operations / Event Support Officer to help keep our day-to-day operations and events running smoothly. This is a varied, hands-on role combining administration, coordination and practical support. It would suit someone who enjoys working with people, is happy to pitch in wherever needed and takes pride in helping create a positive and professional experience for our customers, visitors and team.

Course Coordination

• Coordinate the delivery of public and private training courses.

• Monitor upcoming courses to ensure all operational requirements are completed.

• Confirm instructor availability and allocate instructors to courses.

• Review enrolment numbers and recommend when courses should be confirmed, cancelled, or expaned

• Ensure instructors have all information required prior to course delivery.

• Liaise with instructors regarding scheduling, course changes and operational requirements.

Venue and Catering Coordination

• Source and book training venues in locations where permanent venues are not available.

• Coordinate catering requirements for all public and private courses.

• Confirm venue bookings and ensure all facilities meet course requirements.

• Maintain relationships with venue and catering providers.

Private Course Management

Manage the complete administration of private courses, including:

• Preparing quotations.

• Confirming bookings.

• Coordinating instructors.

• Arranging venues and catering.

• Organising training equipment.

• Issuing invoices.

• Maintaining communication with clients throughout the course lifecycle.

Customer Service

• Respond to telephone and email enquiries.

• Assist customers with course bookings and enrolments.

• Transfer participants between courses when required.

• Provide course updates to customers and instructors.

• Deliver professional, timely and friendly customer service.

Equipment Management

• Maintain the equipment register.

• Coordinate equipment located at the Canberra office.

• Track equipment movements and availability.

• Maintain equipment records and software updates.

• Coordinate repairs and replacement of equipment where required.

Administration

• Maintain accurate course records.

• Update the course management system.

• Prepare administrative documentation associated with course delivery.

• Support continuous improvement of operational processes.

• Undertake other administrative duties as required.

Essential

• Excellent organisational and time management skills.

• Strong attention to detail.

• Excellent written and verbal communication skills.

• Demonstrated customer service experience.

• Ability to manage multiple competing priorities.

• Proficiency in Microsoft Office 365.

• Experience using Xero.

• Ability to work independently and collaboratively as part of a team.

Desirable

• Experience coordinating training courses or events.

• Experience in an education or training environment.

• Experience using customer relationship management (CRM) or course management systems.

• Medical experience would be highly desirable but not essential.

Personal Attributes

• Highly organised with excellent attention to detail.

• Proactive and self-motivated.

• Strong problem-solving and decision-making skills.

• Customer focused with a professional and approachable manner.

• Adaptable and able to manage changing priorities in a fast-paced environment.

• Reliable, accountable and able to take ownership of responsibilities.

• Committed to delivering high-quality outcomes and continuously improving processes.