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Operations Coordinator

Operations Coordinator

Pedestrian GroupMelbourne, Victoria, Australia
19 days ago
Job description

The Staple Group is a group of innovative companies including :

  • Destroy All Lines
  • The Happy Horsemen (Black Bear Lodge, Blutes Bar, The Brightside Brisbane, O'Skulligans, Stay Gold Melbourne, Ollie's Pizza Parlour, Lucky Egg, Mr Vincenzo’s)
  • Artist First
  • Good Things Festival
  • Knotfest Australia
  • Greyscale Records
  • Sure Melbourne

This Position Matters Because…

The Operations Coordinator plays a key role in ensuring the smooth and efficient day-to-day functioning of The Staple Group. The position acts as a support to the Head of Operations and Projects and the Managing Director and is an ‘all-rounder’ providing administration and coordination support. The Operations Coordinator will work across all entities of The Staple Group and support a diverse range of tasks across the group.

Key Accountabilities

Administration and Team Support

  • Provide all general administrative support for the Managing Director and Head of Operations including acting as the first point of contact.
  • Book meetings, arrange travel, take notes (sometimes using AI notetaker), and distribute meeting notes.
  • Manage diaries and schedules.
  • Assist with setting up and managing centralised storage and resources.
  • Support the office management requirements.
  • General errands such as post office and purchasing requirements.
  • Work with teams on marketing initiatives, including proofing communications and artwork.
  • Liaise with staff, suppliers, stakeholders and external contacts across multiple businesses following up actions, communicating deadlines and reporting on progress.
  • Assist the Head of Operations with creating processes and instruction manuals.

    • Recruitment & Onboarding Administration

  • Draft and post job advertisements and shortlist candidates for Direct Managers.
  • Organise interviews and undertake background checks.
  • Prepare and coordinate employment contracts.
  • Administrate the onboarding of new staff under the direction of entity leads.

    • Event Administration

  • Assist with planning events by liaising with suppliers, venues, and catering.
  • Support the development and distribution of invitations and manage guest lists.

    • Financial and Legal Administration

  • Enter invoices and receipts into MYOB Advanced.
  • Help manage financial requirements for THH Venues (e.g. invoice lists, checking and tracking settlements and payments).
  • Assist with legal administration.

    • Research and Writing

  • Conduct research on trends, events, programs, and suppliers - this includes extracting data to guide decision making.
  • Assist with grant writing as required.

    • Capabilities, Qualifications, Licences and Experience

  • 1-3+ years in the entertainment industry, particularly live music touring and hospitality is preferred.
  • Administration, attention to detail, time management, organisation and the ability to prioritise.
  • Proficient with Google Suite (Drive, Sheets, Calendar, Docs), MS Office Suite (Word, Excel), and Dropbox.
  • Experience with project management tools such as Monday.com, Asana and Slack is preferred.
  • Passionate about music and entertainment, with a commitment to maintaining discretion and confidentiality.
  • Australian Work Rights.
  • A valid driver’s licence.

    • The most effective way to learn is on the job experience. Staple believes in empowering and exposing staff to opportunities and experiences that will help them grow in capability and confidence.

    Problem Solving

    Undertakes research and analysis to identify options when solving problems. Is able to create solutions within areas of expertise and will work with managers for more complex matters.

    Planning and Organising

    Establishes systems, processes, and plans to organise and manage actions to achieve outcomes using time management principles and prioritising tasks as required. Can adapt plans to achieve desired outcomes based on high impact work and follows the advice of more senior team members when managing a high workload.

    Quality Review

    Can be relied upon to produce and review detailed information, documents and data for all routine tasks and some more complex tasks. Will investigate information that may not be accurate and proactively raise any concerns.

    Adaptability and Resilience

    Remains calm and can anticipate changing situations even in the face of obstacles and disruption. With the big picture in mind is able to proactively establish new approaches to realign with new circumstances and apply learnings.

    Communication

    Confidently and clearly conveys verbal and written ideas and information in a manner that engages audiences. Understands personal style and is somewhat able to adapt communication style to suit audiences.

    Initiative and Self-Management

    Applies self-control to thoughts, feelings and actions. Demonstrates transparency, initiative, and optimism when undertaking routine work. Makes decisions within areas of control and proactively seeks guidance when required.

    Want to join our team?

    Please submit your resume via Pedestrian then email a photo of your favourite animal to jobs@staple.com.au with the subject line “Staple Operations Coordinator - [Your Name]”

    Applications close Sunday 13th July, 2025

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