Position Title: Venue & Facilities Coordinator (Part-Time)
Location: Darlinghurst, Qtopia Sydney
Employment Type: Part-Time (20–25 hours per week)
Core hours: 5:00pm – 10:00pm, 4–5 shifts per week.
Reports To: Director Of Operations / General Manager
About Qtopia Sydney
Qtopia Sydney is the world's largest centre for LGBTQIA+ history and culture. Through exhibitions, performance, education and community activities, Qtopia preserves stories, celebrates diversity and creates welcoming spaces for all.
The Venue & Facilities Coordinator is responsible for the safe, professional and efficient operation of Qtopia Sydney’s venues and exhibition spaces. This role is the primary operational contact after business hours and supports artists, audiences, volunteers, venue hirers and staff to ensure every event is delivered to the highest standard.
Position Summary
The Venue & Facilities Coordinator supports the Director of Operations of our venues during evening trading hours. This hands-on role combines venue supervision, lighting and sound (AV) technical knowledge and systems maintenance, artist liaison, event management, volunteer supervision, building security and workplace health and safety.
The successful candidate will be highly organised, proactive, customer-focused and comfortable working independently.
Key Responsibilities
Venues, Event and Facilities Operations
- Operate all venues and public spaces in accordance with Operational Management Plan.
- Ensure the efficient, safe and secure operation of venues and exhibition spaces.
- Prepare venues for performances, exhibitions, functions and community events.
- Conduct opening and closing procedures.
- Complete venue inspections and operational checklists.
- Manage room layouts, furniture setup and pack-down.
- Ensure all spaces are presented to a professional standard throughout each shift.
- Operate the Loading Dock Theatre Bar in accordance with NSW liquor legislation and Qtopia policies and procedures (current RSA Certificate required, training can be provided).
Administration
- Perform evening operational administration tasks.
- Manage Front of House and Box Office functions including ticket exchanges.
- Assist with implementing new operational policies and procedures, including pre-bump-in technical checks.
- Complete shift reports and operational documentation.
- Maintain maintenance logs, incident reports and operational records.
- Undertake additional administrative duties as directed by management.
Artist & Hirer Liaison
- Act as the primary operational contact for artists, presenters and venue hirers during evening operations.
- Conduct artist and venue walkthroughs.
- Coordinate pre-bump-in meetings.
- Liaise with artists and production teams prior to performances to ensure all technical and operational requirements have been received.
- Provide venue and building inductions.
- Support artists throughout bump-in, performances and bump-out.
- Foster positive relationships while ensuring compliance with venue policies.
Technical Support
- Provide technical support across all venues as required.
- Assist visiting production teams with venue technical systems.
- Report technical issues promptly and coordinate maintenance where necessary.
Volunteer Supervision
- Support volunteers during evening operations.
- Promote a welcoming, inclusive and collaborative team environment.
Building Security
- Monitor building access during operational hours.
- Ensure all buildings, theatres, offices and venues are secured at the completion of each shift.
- Monitor alarms, security systems and emergency exits.
- Respond appropriately to security incidents.
Workplace Health & Safety
- Ensure compliance with all Workplace Health & Safety legislation and organisational policies.
- Conduct internal and external building safety inspections.
- Maintain awareness of emergency procedures, evacuation plans and NSW safety requirements.
- Ensure safe storage of equipment, food, beverages and waste.
- Act as the on-site First Aid Officer and emergency contact during evening operations (or obtain First Aid certification upon commencement). (Training can be provided)
- Manage workplace incidents and complete required reporting.
- Support compliance with Responsible Service of Alcohol legislation and venue licensing requirements.
Skills & Experience
Essential
- Previous experience in venue, theatre, events or facilities operations.
- Strong customer service and stakeholder management skills.
- Excellent organisational and time management abilities.
- Ability to work independently and solve operational issues.
- Strong written and verbal communication skills.
- Comfortable working evening and weekend shifts.
- Intermediate computer skills including Microsoft Office and booking systems.
- Current NSW Responsible Service of Alcohol (RSA) Certificate or willingness to obtain.
- Current First Aid Certificate, or willingness to obtain.
- Ability to undertake light manual handling and venue setup duties.
Desirable
- Experience within arts, theatre, cultural or community organisations.
- Technical theatre or live event experience.
- Fire Warden training.
- Understanding of WHS legislation and venue compliance.
- Experience supervising volunteers or casual staff.
Personal Attributes
The successful applicant will demonstrate:
- A professional and welcoming manner.
- Excellent attention to detail.
- Calm decision-making under pressure.
- Strong organisational skills.
- Initiative and problem-solving ability.
- Reliability and accountability.
- A collaborative and inclusive approach.
- Commitment to exceptional visitor and artist experiences.
- Respect for Qtopia Sydney's values and mission.
Working Conditions
- Part-time position (20–25 hours per week). Contract position can be discussed.
- Core roster of 5:00pm–10:00pm across 4–5 evenings each week including Saturdays. Some flexibility required.
- Combination of office-based administration and active venue operations.
Why Join Qtopia Sydney?
This is an opportunity to help deliver one of Australia's most significant LGBTQIA+ cultural destinations. You will play a vital role in ensuring our venues, exhibitions and community spaces operate safely, professionally and inclusively while supporting artists, audiences and community groups.
Qtopia Sydney is committed to creating an inclusive workplace that reflects the diversity of the communities we serve and welcomes applications from people of all backgrounds, identities and experiences.
Send your CV and Cover letter outlining your experience to:
[email protected]
Pay: $35.00 – $45.00 per hour
Benefits:
- Employee discount
- Free drinks
- Free food
Work Location: In person
