Group Planning Administrator

Group Planning Administrator

Location: Phillip Island, VIC Type: Full-Time, Permanent

About the Role

As our Group Planning Administrator, you’ll play an important role behind the scenes, supporting the planning and preparation of memorable camp experiences for thousands of guests each year.

Working closely with our Group Planner & Coordinator, you’ll ensure every group booking is backed by accurate information, organised documentation, and well-managed logistics before guests arrive. From maintaining booking details and coordinating excursion information to preparing run sheets and supporting communication with group organisers, you’ll help ensure every camp is ready to run smoothly.

This is an ideal role for someone who loves administration, thrives on organisation, enjoys working with systems and processes, and takes pride in making sure every detail is taken care of.

Who We Are

At Phillip Island Adventure Resort, part of Christian Youth Camps (CYC), we create unforgettable experiences. From school camps to group retreats, we help guests Breathe. Experience. Discover.

Our 80-acre resort features a wide range of adventure activities including giant swings, flying foxes, rock climbing, canoeing, and more — all designed to create meaningful and memorable experiences.

What You’ll Do

You’ll provide administrative support across the planning and coordination of group camp experiences, ensuring information is accurate, documentation is complete, and internal teams have everything they need to deliver exceptional guest experiences.

• Support the preparation of group programs by maintaining accurate booking information, schedules and logistics within our systems.
• Collect, review and enter group documentation including dietary requirements, rooming lists, medical information and activity requests.
• Monitor outstanding documentation and follow up with group organisers to ensure planning deadlines are met.
• Assist with coordinating off-site excursions, transport bookings and external suppliers.
• Prepare run sheets, schedules, signage and arrival materials to support smooth camp operations.
• Support communication with group organisers by providing timely, professional responses and assisting with access to the MyCYC Portal.
• Liaise with internal departments to ensure accurate and up-to-date information is available across accommodation, catering, activities and administration.
• Provide reception and general administrative support, including answering phones, responding to enquiries and assisting guests.

What We’re Looking For

• Outstanding organisational and administrative skills with exceptional attention to detail.
• A proactive approach and the ability to manage multiple tasks and competing priorities.
• Strong written and verbal communication skills.
• Confidence working with computer systems, databases and Microsoft Office applications.
• A collaborative team player who enjoys supporting others and contributing to shared success.
• Previous experience in administration, customer service, hospitality, tourism, events or a similar coordination role will be highly regarded.

Essential Requirements

• Victorian Employee Working With Children Check (or willingness to obtain).
• Full working rights in Australia.

Why You’ll Love Working Here

• Purposeful Work: Help create life-changing experiences for thousands of young people and community groups each year.
• Amazing Location: Work in one of Victoria’s most iconic adventure destinations.
• Supportive Team: Join a positive, collaborative workplace where people genuinely enjoy working together.
• Professional Growth: Develop your administration, planning and coordination skills within a growing organisation.
• Meaningful Impact: The work you do behind the scenes helps ensure every guest experience runs seamlessly.

Ready to Apply?

Click Apply and upload your resume, or call us for a chat on (03) 5952 2417.

Come and help us create seamless, unforgettable experiences for every guest.

Christian Youth Camps (CYC)

CYC is committed to promoting and protecting the best interests of children and has zero tolerance for child abuse.