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Venue Hire Officer (V26/10036)

Blue Mountains City Council -
Blue Mountains NSW

Apply Now

Job Details

Qualifications

RSA
Customer service
Microsoft Office
Administrative experience
Business development
Supervising experience
First Aid Certification
Data management
Organisational skills
Marketing
Time management

Full Job Description

Position Number: NEW

Directorate: CCS

Service: Arts and Culture

Location:
Blue Mountains Cultural Centre,
Katoomba

Position
Classification:

Date
Created/Updated

POSITION PURPOSE/OBJECTIVE

This position will be responsible for facilitating end-to-end venue hire for the Blue
Mountains Cultural Centre. Duties will include handling booking enquiries, providing high-
level customer service, coordinating room setup, maintaining facility presentation, and
payments. The role ensures a seamless, efficient, and positive experience for all hirers
and contributes to the effective use of Blue Mountains Cultural Centre’s hireable spaces.

RELATIONSHIPS

Reports to (Position Title): Marketing and Business Development
Coordinator

Report to (Position Number): P00794

Staff Responsibility: None

Key Internal Relationships: Liaison with relevant Blue Mountains Cultural
Centre staff including the Café Team Leader,
Front of House team, Administration Officer
andMarketing and Business Development
Coordinator. Liaison with other relevant council
staff as required by bookings.

Key External Relationships: External room hirers, general public.

KEY RESPONSIBILITIES

Coordinate the end-to-end administration of venue hire at the Blue Mountains Cultural

Centre.

Facilitate clear and effective communication between Front of House, Café staff, and

the Administration Officer to ensure a seamless customer experience.

Deliver high-quality customer service to all hirers, including AV support and site

inductions.

Be available to work occasional evenings and weekends, depending on venue

bookings.

Maintain accurate booking and hire records; prioritise tasks effectively and ensure all

documentation complies with Council policies and privacy regulations.

Demonstrate proficiency in Microsoft Office and venue booking/invoicing systems.

Respond to tour group enquiries, manage bookings, and coordinate with the Gallery

team to schedule and facilitate tours, ensuring a smooth and engaging visitor
experience.

Perform physical tasks related to venue setup, such as moving tables and chairs.

Collaborate with the Marketing and Business Development Coordinator to ensure the

growth and development of both venue hire and tour group income and capacity.

Process venue hire payments and generate accurate invoices in accordance with

Council procedures; ensure timely follow-up on outstanding fees.

Accurately receipt payments using a range of systems.

Provide assistance to Front of House on a needs basis, including during staff breaks,

to ensure consistent customer service.

Undertake ad hoc administrative duties as directed by the Marketing and Business

Development Coordinator.

Guiding Principles

We act as one organisation responding to the changing needs of our LGA and

community

We are strategy led, driven by our Community Strategic Plan with clear priorities and

focus

We are service focused & we continuously improve service provision and provide

excellent customer service

We collaborate and work together to achieve our outcomes

We ensure safety and well-being is at the centre of our organisation, operations and

culture

We are a financially sustainable organisation, living within our means, ensuring best

value resource allocation

These Guidelines complement the Council’s adopted Values of: Work Together; Work
Safe Home safe; Service Excellence; Value for Money; Trust and Respect; and,
Supporting Community.

Workplace Health & Safety

Ensure compliance with WHS obligations and responsibilities as outlined in Councils
policies and procedures and under the relevant WHS legislation. These include but are
not limited to: identifying potentially unsafe situations or work practices and notifying your
Supervisor or Manager (or the Health, Safety Manager/Area Safety Representative);
never performing a task that you believe is dangerous or for which you do not have the
experience, or have not received appropriate instructions and training or where the correct
equipment to carry out the task safely is not available; always work in a safe manner and
in accordance with safety instructions, where applicable; use the work equipment supplied
for the job, in accordance with the manufacturer's instructions), and any personal
protective equipment, which the Council deems necessary and has provided; be safety
aware and report any actions to your line manager which will assist the Council to meet
its legal workplace health and safety obligations.

You have the right to cease or direct cessation of unsafe work. In addition, you are required
at all times to comply with Councils Asbestos Management Plan and Policy.

COMMUNICATION

The position holder is required to communicate effectively and accurately in a friendly
professional manner:

To answer inquiries from community and stakeholders in person, on the phone or via

email.

To facilitate in person tours of hirable spaces and answer questions about the facility

To negotiate with relevant team members and respond to issues arising with

stakeholders at various levels.

Identify issues and contribute strategies to assist team performance.

To ensure effective communication exists within the team so all internal stakeholders

are aware of upcoming venue hires and their responsibilities for each event

JUDGEMENT & PROBLEM SOLVING

Apply sound judgment in managing venue hire logistics, including resolving booking

conflicts, staffing requirements, last-minute changes, or client concerns while
maintaining a high standard of customer service.

Assess and respond to the specific needs of hirers, determining appropriate solutions

within Council policies, venue capabilities, and time constraints.

Balance competing priorities and deadlines effectively, using initiative and time

management skills to ensure seamless delivery of services.

Adapt to unexpected situations during events (e.g., technical issues, weather impacts,

or customer dissatisfaction) with practical, customer-focused solutions.

AUTHORITY

Decisions are guided by existing procedures and precedent or made in consultation

with the immediate supervisor.

Decisions made by the job holder affect the work and activities of others within the

section or from a specific project team.

The work of the jobholder influences the community within a specified service line

through the application of technical skill or application of regulatory requirements.

The jobholder is responsible for ensuring that operational safety standards or other

requirements are met at an operational level.

The job holder has little or no responsibility for budget development but will work in

collaboration with the immediate supervisor to facilitate improvements

SKILL, EXPERIENCE, QUALIFICATIONS & BEHAVIOURAL COMPETENCIES

ESSENTIAL

Prior experience organising conferences, venue hire or hospitality related events

A demonstrable history of administration experience including proficiency in data

management, online bookings, invoicing and record keeping

A demonstrated strong commitment to providing excellent customer service

Strong interpersonal skills to ensure effective communication with internal and external

stakeholders

Proven ability to initiate, plan and prioritise multi-dimensional tasks to meet deadlines

Strategic thinking and business skills to assist the Marketing and Business

Development Coordinator in the growth of venue hire of the Blue Mountains Cultural
Centre

Ability to work outside core hours, including out of hours and weekends, as required.

Commitment and understanding of Workplace Health and Safety principles and

practices

DESIRABLE

Familiarity with facility booking and finance systems (Envibe and Techone)

Hold a current First Aid Certificate

Hold a Responsible Service of Alcohol (RSA)

Apply Now

Refine Your Search

blue mountains city council jobs

Venue Hire Officer (V26/10036)

Project Officer, Partnerships & Special Projects (V26/10038)

Business Support Officer (V26/10050)

Environmental Planner (V26/10047)

Other jobs to consider

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