Vivid Sydney 2027, 2028, 2029 - Project Coordinator

Overview Destination NSW is seeking the services of a Contractor to coordinate and deliver Project Coordinator Services for Vivid Sydney 2027, 2028 and 2029. Scope The Project Coordinator supports the Head of Projects and Operations Team, Vivid Sydney, in the planning, management and implementation of the operational requirements and event delivery for Vivid Sydney. The scope includes: Major Responsibilities Administrative and operational tasks for delivery of the event, including but not limited to presentation preparation, meeting notes, meeting scheduling, diary management and maintenance of Monday.com boards Contributing to and supporting event planning and project management in coordinating rosters and scheduling for the Event Control Centre (ECC) and Government Coordination Centre (GCC) Content coordination of staff manuals, new technology briefs, presentations and artwork delivery Coordination of day sheets and live reporting documents Operational support as Destination NSW GCC Event Logger (Friday, Saturday, Sunday and PH Monday evenings) Contributing to relevant operational policies, procedures, plans and other documentation Key Accountabilities Contributing to and supporting the technical delivery of communication and coordination between the Event Control Centre, Government Coordination Centre and landowner control rooms, ensuring all reporting, complaints and incidents are logged and escalated against the Vivid Sydney Event Command, Control, Coordination and Communications (C4) protocols, and acting as the GCC Event Logger during the operational hours of the GCC Coordinating portable radio channel lists, portable radio distribution lists and talkback panel matrixes with the operations team, and liaising with the Event Radios and Communications supplier on delivery of requirements in the ECC and GCC Managing the event reporting system to ensure all reports are extracted and filed daily during the event Liaising with the Premier's Department on Destination NSW's GCC roster and reporting system training and implementation Attending onsite at the ECC as required throughout bump in, the event period and bump out Assisting in maintaining all event specific documentation and critical documents using appropriate document templates and the document register system Managing the Head of Projects' diary appointments and schedule, and preparing and distributing meeting agendas and minutes Preparing a range of correspondence, including drafting PowerPoint and/or Keynote presentations and reports on key event programs for internal and external stakeholders Undertaking any other general administrative and operational work as directed by Destination NSW Contract Terms and Conditions The contract will be for 1 year, with 2 x 1-year options to extend