Operations & Logistics Coordinator

The Operations & Logistics Coordinator is one of eight team members responsible for the effective planning and delivery of the UniSport Nationals. The UniSport Nationals is the organisation’s major annual multisport event, taking place in Canberra from 7-13 September 2024. Comprising of over 30 different sporting competitions, the Nationals plays host to over 6,500 student-athletes competing over one week of sporting competition.

The role is responsible for the planning and delivering the operational requirements of the UniSport Nationals event. In conjunction with the National Event Manager-Operations, develop strategies that compliment current procedure to ensure that the Nationals are delivered in a professional manner and in accordance with the operational plan.

Key responsibilities

1. Planning and Administration
   • Responsible for the implementation of all operational requirements outlined in the event operations plan
   • Implement crisis management and safety procedures for the operations functional area of the event
   • Maintain clear and accurate administrative records of all event’s operational requirements
   • Update required operations functional area event information to the event website
   • Prepare a post-event report on the organisation and delivery of the operational aspects of the event with recommendations for future events
   • Contribute to the review and evaluation process of the Nationals
   • As directed by the National Event Manager-Operations, liaise with relevant national and state sporting organisations, sports institutes, UniSport members, UniSport staff, key stakeholders, service providers and the public on issues pertinent to the implementation and effective and efficient delivery of the event
2. Financial
   • Monitor and maintain accurate records of all operational and venue booking functional areas of the event budget
   • Carry out all appropriate quoting processes for event operational suppliers
   • Undertake financial practices to deadlines and processes including (but not limited to) providing information required pertaining to the operations budget forecasts, purchase order requests and invoice payments 
3. Operational
   • Liaise with the National Events Manager - Operations regarding specific requirements and venue standards from national and state sporting bodies for each competition
   • In conjunction with the National Events Manager - Operations, secure appropriate venues for competitions and events using detailed venue audit and booking processes
   • Liaise with clubs who are leasing council spaces to get letters of support for approving council rights of use applications
   • Work with clubs and venue managers to establish professional working relationships to collectively deliver all venue and sporting requirements
   • Implement operational and logistical arrangements with key stakeholders of the event, including venue managers, catering managers, club committee members, competition managers, external suppliers, and sponsors 
   • Support the development and deliver effective and efficient venue operational systems relating to:
     • Equipment
     • Communication
     • Venue spaces, parking, and access
     • Medical emergency plans
     • Transport
     • Security and safety
     • Cleaning and waste, catering
     • Signage and presentation 
   • Develop comprehensive venue site plans for competitors and venue operational requirements for both sport and non-sporting venues
   • Organise the catering, accommodation and transport arrangements for all event personnel and where appropriate, other key stakeholders
   • In conjunction with the National Events Manager - Operations, determine and implement appropriate risk management strategies and plans
   • Manage the ordering, allocating, packing, tracking, distribution, moving and bump in of all event equipment to venues
   • Maintain accurate stocktake of the event storage, including distribution of items to events.
4. Operations workforce
   • With the support of the National Events Manager-Operations, and UniSport’s HR staff:
   • Line-manage up to four volunteer event interns through the planning, delivery, and pack down phases of the events
   • Lead a team of four operational staff pre, during and after the event
   • Ensure all appropriate UniSport human resource management policies and procedures are implemented
   • Implement work plans of the personnel within the operations functional area of the event
   • Facilitate a positive and productive teamwork environment and provide leadership to the personnel within the assigned key functional areas of the event
5. Collaborating with other UniSport business areas 
   • Maintain contacts, activities, and other actions within the UniSport CRM as it relates to the Nationals operations program 
   • Assist with and contribute to special projects or other UniSport business as required from time to time 
   • As required, represent the organisation in an official capacity at various functions, gatherings, meetings, and conferences as well as on approved/relevant committees or working groups 
   • Any other duties as directed by the National Events Manager - Operations

Personal attributes

We are looking for a sports enthusiast who:

• Is a driven individual with the ability to work autonomously and achieve results
• Has strong written and verbal communication skills
• Has an understanding of operational and logistic coordination
• Is collaborative, logical, and proactive
• Is flexible and able to easily adapt to a changing work environment
• Enjoys being part of a small team and actively contributes to the building of a positive workplace culture

Selection criteria

Applicants should ensure that their application provides specific detail on how they meet the following selection criteria. All applicants will be assessed against these key areas.

As a guide, each selection criteria address should be addressed in no more than half a page.

In your application, tell us:

1. Your experience in an operations/logistic role within the events sector, ideally in a multi-sport event or multi venue environment
2. Your knowledge of and experience of working to operational plans with designated timelines and key milestones.
3. Your ability to handle multiple tasks across numerous projects with differing timelines. Please provide examples.
4. Outline your experience in supervising operational workforce, managing stakeholder relationships, and maintaining a high standard of communication.