Help deliver exhibitions that run smoothly, look incredible, and land on time.
If you’re the kind of person who sees what’s missing, fixes it before anyone asks, and keeps people aligned under pressure, you’ll thrive here.
The Opportunity
Xzibit’s Expo team delivers high-quality exhibition installations across multiple industry sectors. This role is the coordination engine behind our Project Managers. You will keep crew, travel, freight, and stakeholders moving in sync, with calm, clear communication and excellent follow-through.
What You’ll Be Doing
You’ll support multiple projects at once, with responsibilities including:
Crew coordination: bookings, inductions, onsite timesheets, schedule changes, site requirements
Logistics: travel and accommodation bookings, freight paperwork (labels, manifests), transport bookings, equipment hire (forklifts, scissor lifts, etc.)
Stakeholder coordination: venues, expo organisers, suppliers, contractors (confirming details early, preventing issues)
Project admin: maintaining accurate project records, meeting notes, actions, and follow-ups
Onsite support (rare)): occasional early starts, after-hours, weekends, and infrequent interstate travel may be required for key project moments
What Success Looks Like (First 90 Days)
Project Managers say: “I don’t have to chase, it’s already handled.”
Bookings are made early, confirmed properly, and documented clearly.
Stakeholders get crisp updates with deadlines, next steps, and follow-ups.
Fewer last-minute surprises because risks are raised early (with options, not just problems).
Who This Role Is For
You are proactive and thrive in a fast-moving environment. You communicate confidently (written and verbal), and you can coordinate multiple stakeholders without dropping details.
You’ll likely bring:
1 to 2 years experience in project coordination, project admin, or logistics coordination (events or exhibitions is ideal)
Strong documentation habits and high attention to detail
Confidence juggling priorities and timelines across multiple projects
A service mindset, you keep projects moving by removing friction for others
Confidence using software (eg. Calendar management, Spreadsheets, Gmail)
Hours (important)
This role is advertised as full-time on Seek. However, we are open to the right person working part-time hours spread across 5 days per week (for example, school-hours style), because consistent daily coverage is important in this role.
If you are seeking part-time hours, please outline your preferred availability in your application.
Why Join Xzibit?
Supportive, collaborative team culture
Real variety, no two projects are the same
A role where your work directly impacts project outcomes
Opportunity to grow into broader project coordination and project management responsibilities over time