Functions coordinator job description

A functions coordinator typically needs working rights in Australia, a current RSA certificate (as functions involve alcohol service), events or hospitality experience, and solid computer and administration skills for booking systems and run sheets. An event-management or hospitality qualification is advantageous but not essential. Confirm the RSA requirement for your state and whether any qualification is essential or preferred.

In most clubs, yes — because functions involve serving or overseeing the service of alcohol, a current Responsible Service of Alcohol (RSA) certificate is usually required. Confirm the requirement for your state and keep records of expiry dates, especially if the coordinator also works on the floor during events.

It’s possible for smaller functions programs, but most clubs prefer some events or hospitality experience because the role combines sales, planning and on-the-day delivery under time pressure. If hiring someone newer to events, look for strong organisation, communication and customer-service skills, and provide structured training and templates for run sheets and quotes.

Mandatory requirements usually include working rights, a current RSA, events or hospitality experience and good administration skills. Preferred qualifications include an event-management or hospitality qualification and a driver’s licence for client meetings. Being clear about essential vs desirable requirements helps you attract capable coordinators without narrowing the pool unnecessarily.

This depends on how busy your functions program is. A permanent part-time or full-time coordinator suits clubs with regular events and sales targets, giving continuity for client relationships. Casual coordinators offer flexibility for seasonal peaks but attract a 25% casual loading on ordinary hours under the Clubs Award. Many clubs use a permanent coordinator supported by casual event staff.

Under the Clubs Award (MA000058), Saturday work is paid at 150%, Sunday at 175% and public holidays at 250% — relevant because many functions run on weekends. The 25% casual loading is not stacked on top of these penalties, and evening and late-night loadings apply Monday–Friday. Use award interpretation software to calculate rates accurately for event shifts.

Key elements include: position title and classification level and stream, employment type, remuneration and any sales incentives, reporting structure, main duties across sales, planning and delivery, and required certifications such as RSA. Note the evening and weekend work involved in events. Use our digital employment contracts to simplify this process.

Work from each event’s run sheet to determine how many bar, floor and kitchen staff are needed, then roster qualified staff — including RSA-certified bar and floor staff — against the function times. Use rostering software to build event rosters, see live wage costs against the function budget and notify staff instantly. See our guide on how to roster club staff.

The functions coordinator confirms staffing needs for each event and works with managers to roster the right people. Rostering software makes this collaborative — the coordinator can flag event requirements and managers can staff them against live labour budgets, avoiding both under-staffing that hurts service and over-staffing that erodes function margins.

Award and agreement rostering rules vary, so confirm the notice period that applies to your club. As a general practice, publishing event rosters at least 7 days in advance — earlier for large functions — gives staff visibility and improves attendance. Using rostering software helps ensure compliance and reduces last-minute changes.

Use HR software to store staff RSA certificates and receive reminders before they expire, and rostering tools that prevent scheduling a staff member with a lapsed certificate onto a function. This keeps your events compliant with liquor-licensing obligations without manual checking each time.