Event Enquiries & Administration Coordinator – ACTIVE

Job Application Code: 003807KC (add this to the application form)

Shift: Part-Time, Monday to Friday, 20 hours per week (4 hours per day), 9:00am – 1:00pm AU time

Role Overview

Krystie runs a busy, creative events business that styles and entertains corporate and private events. She is looking for an Event Enquiries & Administration Coordinator to take ownership of the day-to-day admin that currently eats into her team’s time: responding to new enquiries, capturing the right event details, keeping the CRM accurate, and following up on bookings and invoices.

Your work lets Krystie and the event designers focus on client relationships, creative planning and delivering great events. September to December is the busy season, with more room to grow into broader admin support in the quieter months.

Primary Mission

Make the administrative workflow dependable, accurate and proactive so the team can focus on creativity and event delivery.

Key Responsibilities

Enquiries and Customer Communication (highest priority)

• Monitor incoming enquiries from the website and other channels
• Reply promptly using approved email templates, aiming to acknowledge within one hour where practical and always within the same business day
• Personalise templates in a warm, friendly tone and ask the right follow-up questions
• Escalate anything needing pricing decisions, creative input or management approval

Enquiry Qualification and CRM (Pipedrive)

• Capture event date, time, location, event type, requested services, guest numbers, requirements and budget
• Create and update deals in Pipedrive, link email conversations and keep records complete and accurate
• Assign qualified enquiries to the right event designer and flag workload or capacity concerns

Follow-Up and Booking Administration

• Send a first follow-up after three days of no response and a final follow-up three days later, then close the enquiry per the process
• For confirmed bookings, prepare and send accurate calendar invitations to artists and suppliers
• Send invoices, monitor outstanding payments (especially in the week before an event) and send polite payment reminders
• Escalate disputes, overdue or unusual invoices rather than making financial decisions

Team Coordination and Extra Support

• Communicate through Google Workspace and internal team chat, raising missing information early
• Over time, support with calendar coordination, document organisation, content scheduling and general admin

Required Skills

• Excellent written English and confident customer communication
• Strong attention to detail when entering event information, preparing invitations and sending invoices
• Highly organised and reliable with recurring tasks and follow-ups
• Comfortable learning CRM systems (Pipedrive) and working with structured data
• Google Workspace (Gmail, Calendar, Docs, Sheets)

Nice to have

• Experience with Pipedrive or another CRM
• Event, hospitality or customer-facing admin background (helpful, but not required)

Who This Role Suits

Someone warm, bubbly and personable, with a natural sense of humour, who thrives in a relaxed, family-oriented team. You follow processes but personalise them, take initiative without making unauthorised decisions, and ask questions rather than guess when a customer’s event, an artist’s booking or an invoice could be affected. There is no gender preference for this role.

What Success Looks Like

• Enquiries are acknowledged quickly and every handover contains the details the designer needs
• Pipedrive records are accurate and no follow-up is missed
• Booking invitations and invoices go out correctly and unpaid invoices are chased on time
• After 90 days, Krystie and the team feel a real reduction in their admin workload