Conference and Functions Coordinator

Tēnei tūranga – About the role

The Conference and Functions Coordinator is a professional, knowledgeable and customer focused role, managing and coordinating a variety of conferences, events and functions for Government Agencies using our space. This role will be responsible for ensuring smooth execution and seamless operations of events, ranging from meetings and conferences to corporate events and social gatherings. The role will oversee all aspects of event coordination, including venue setup, audiovisual arrangements, and catering, to ensure a seamless experience for clients and guests.

Ngā herenga – Requirements of the role

Personal specifications

• Previous experience in conference/event coordination, hospitality, or catering management.
• Strong organisational skills with the ability to manage multiple events simultaneously.
• Excellent communication and customer service skills.
• Knowledge of catering services, menu planning, and dietary considerations.
• Understanding of AV equipment and conference room setup is an advantage.
• Ability to work efficiently in a fast-paced environment.
• A positive attitude and professional demeanour.
• Must have legal right to live and work in New Zealand.
• Ability to work in alternative buildings when required

Takohanga tuhinga o mua – Key accountabilities and deliverables

The Conference and Functions Coordinator will be required to deliver results in the following areas:

Event Management

• Manage the end-to-end coordination of conferences, meetings, and special functions.
• Act as the main point of contact for clients, understanding their event needs and providing tailored solutions.
• Oversee event logistics, including room setup, audiovisual requirements, and guest services.
• Arrange catering services, including menu selection, dietary requirements, and liaising with catering companies.
• Coordinate with suppliers, vendors, and internal teams to ensure smooth event execution.
• Handle bookings, contracts, and invoicing, ensuring all documentation is accurate.
• Conduct site visits and client meetings to showcase the venue and discuss event details.
• Manage post-event follow-ups, gathering feedback and identifying areas for improvement.

Work Management

• Actively plans and manages workload in line with key outcomes and timeframes and ensures timely delivery to a high standard.
• Participates as an active team member, contributes knowledge and expertise needed to support the work of Group and the central support hub.
• Effectively collaborates and develops effective working relationships across MBIE, and externally as required.

Takes responsibility for own behaviour and actively seeks to develop and learn

• Identify opportunities to streamline processes and implement continuous improvement initiatives including supporting development of process documents, other resources, as required.
• Models positive behaviours and MBIE’s values.
• Willingly undertakes any duty required within the context of the position.
• Welcomes feedback and is receptive to input from others and actively seeks to learn and develop.
• Acts with honesty and integrity; complies with all legislative requirements and adheres to the Ministry’s and the Public Service Commission’s Codes of Conduct.

Wellbeing, Health & Safety

• Displays commitment through actively supporting all safety and wellbeing initiatives.
• Ensures own and others safety at all times,
• Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting. Including compliance with health, safety, and food hygiene regulations during events.
• Reports all incidents/accidents, including near misses in a timely fashion.
• Is involved in health and safety through participation and consultation.
• Supports daily management of health, safety and security requirements for the site including:
  • Assists with maintaining fire and health and safety standards and practices
  • Maintains best practice in emergency procedures

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Conference and Functions Coordinator position reports to the National Manager Facilities and Workplace within Workplace, Safety and Security. The branch is in the Corporate and Digital Shared Services group.

More information about MBIE's structure

Matatautanga – Competencies (Leadership Success Profile)

The Leadership Success Profile (LSP) is a leadership capability framework, developed by the New Zealand public sector for the New Zealand public sector. It creates a common language for leadership and establishes what great leadership looks like. You can look at the twelve underpinning capabilities and four leadership characters here: Leadership Success Profile | Te Kawa Mataaho Public Service Commission(external link)

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.

To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public service

Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.

In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission