Event and Program Coordinator

Job Description

This is a remote position.

Job Highlights

Contract : Independent Contractor

Schedule : Monday to Friday from 8 AM to 5 PM Sydney time with 1 hour unpaid lunch break (8 hours per day / 40 hours per week)

About the Role

We're looking for a dynamic and detail-oriented individual to join our team as an Event and Program Coordinator. This role is essential in helping us maintain and refine our programs and events, ensuring they continue to meet the diverse needs of our community. You'll work closely with charity partners, clients, and our internal teams to ensure smooth coordination and delivery of impactful experiences.

If you have experience in program management, event coordination, and a passion for making a difference in the nonprofit sector, we want to hear from you.

Responsibilities

• Review and refine client's programs and events through regular virtual check-ins and  evaluations.
• Design and propose new program ideas that reflect the needs of client's diverse user base, considering virtual and in-person formats.
• Maintain strong relationships with charity partners through virtual meetings to ensure alignment with social impact goals.
• Communicate with clients through email, phone, or video calls to confirm event details, ensuring clear coordination with internal teams.
• Maintain and update digital mailing lists and Salesforce and prepare event summaries for internal and external use.
• Use event management and administration systems to track and update event details in real-time.
• Share digital event briefs, schedules, and updates with the Kitchen Coordinator and relevant team members through collaborative platforms (e.g., Google Workspace, OneDrive, Zoom).
• Coordinate with kitchen staff and internal stakeholders via virtual tools to finalize menus and ensure smooth execution of events.
• Generate and distribute weekly virtual reports summarizing upcoming events and key operational information.
• Act as the central contact for food quantity planning (e.g., determining how many kilograms of ingredients are required for a given guest count) to prevent over-ordering and reduce waste.
• Assist in sourcing suppliers and maintaining an up-to-date list of preferred suppliers, including tracking of current pricing and terms.
• Collate and submit supplier creditor statements in a timely and organized manner.
• Prepare and compile weekly invoice summaries for internal reporting.
• Submit all invoices and financial documents to the accounting team for processing.
• Support the ongoing management and periodic review of Accounts Payable and Accounts Receivable records.
• Perform general administrative duties, including document filing and ensuring secure storage of financial records.

Requirements

An advantage, but not required :

Benefits

Independent Contractor Perks

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

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Requirements

Requirements : More than 2 years' experience in programs, marketing or event-related roles Strong and effective communication skills, both written and verbal Strategic ability to build and nurture relationships and to translate customer needs to what is doable within a nonprofit Organizational skills and attention to detail in documents and event / program planning Experience in organizing or promoting events and exposure to non-profit or community-focused organizations are preferred but not required. Disciplined, accountable, reliable, and able to meet deadlines in a flexible work environment. Ability to work independently, but also as part of a collaborative team. An advantage, but not required : Familiar with Salesforce or NetSuite Bachelor's Degree in Marketing or Business or Event Management or other related fields Familiarity / exposure with Australian culture and events.