Summary
Overview
Work History
Education
Skills
Accomplishments
References
Timeline
Generic

Kaitlyn Smith

Shailer Park,QLD

Summary

Highly organized and detail-oriented professional with strong work ethic and dedication to achieving goals. Skilled at developing and maintaining documentation systems, managing calendars and preparing events. Knowledgeable in event management principles, business processes and customer service best practices.

Overview

3
3
years of professional experience

Work History

Bookings and Functions Co-ordinator

Queensland Multicultural Centre – BEMAC/SSI
05.2023 - Current
  • Manage all administrative duties related to venue bookings, ensuring meticulous attention to detail and adherence to legislative requirements, policies, and procedures, including workplace health and safety protocols.
  • Skillfully evaluate, plan, and allocate resources based on event needs, ensuring accuracy in invoicing, cancellation fees, and additional costs, with a focus on timeliness.
  • Oversee the accuracy of event details within the event management software (Function Tracker) and across all event documentation, maintaining a high level of precision.
  • Engage in effective communication and negotiation with hirers, providing exemplary customer service to accommodate their event needs, particularly supporting community groups where feasible.
  • Occasionally fulfill the role of daytime Duty Manager, encompassing tasks such as conducting venue tours, facilitating venue setup, and briefing hirers on venue procedures and compliance ahead of events.
  • Manage the collection, recording, and resolution of reports from Duty Managers and Technicians post-event, collaborating with the Venue Manager and Facility Coordinator to address any issues promptly, including arranging timely repairs or replacements for damaged equipment.
  • Maintain the cleanliness and organization of all venue spaces and equipment to uphold impeccable standards.

Acting Venue & Business Development Manager

Queensland Multicultural Centre – BEMAC/SSI
12.2023 - 04.2024
  • Effectively oversee all aspects of venue bookings, staff management, and venue asset maintenance, ensuring meticulous accuracy in documentation including rosters, quotes, invoices, contracts, and runsheets. Strive to elevate event success through a customer-centric approach.
  • Proactively identify and cultivate new partnerships and venue booking opportunities for BEMAC and the QMC, with a focus on multicultural arts and community events. Seek commercial users to optimize venue utilization during downtime.
  • Ensure full compliance with licensing and statutory requirements, including WH&S, fire safety, liquor licensing, BCC food licensing, and employment standards, to maintain a safe and positive environment for all venue users.
  • Maintain thorough records of timesheets and payroll information, meeting deadlines to facilitate timely processing of entitlements and uphold optimal service standards.

Events Support Officer (Duty Manager)

Queensland Multicultural Centre
11.2021 - 05.2023
  • Directly engage with clients, hirers, stage managers, artists, and Front of House staff to uphold exceptional presentation standards and deliver top-tier customer service during events and functions.
  • Compile comprehensive Duty Manager reports for all events, functions, and performances, offering valuable insights to the Venue Manager and Bookings & Function Coordinator regarding client and hirer satisfaction.
  • Efficiently resolve client, hirer, patron, and visitor complaints and disputes with professionalism, sensitivity, and cultural awareness.
  • Conduct event briefings with the Front of House team and venue technicians prior to each event setup, ensuring seamless coordination.
  • Provide exemplary customer service to clients and patrons, managing and supervising multiple diverse events simultaneously to ensure smooth execution.
  • Ensure venue setup for current and upcoming events, including equipment setup and troubleshooting for audio-visual requirements.
  • Assist Booking Coordinator and Venue Manager with administrative tasks such as emails, phone calls, and venue documentation, while offering consistent technical support.
  • Coordinate and execute administrative tasks associated with hirers' bookings, maintaining precision in documentation and compliance with regulations, policies, and safety standards.
  • Engage in negotiation with hirers, delivering high-level customer service to facilitate their event needs, with a focus on supporting community groups when possible.
  • Maintain accuracy in event details within the event management software (Function Tracker) and across all event documentation to ensure seamless operations.

Assistant Stage Manager

Queensland Performing Arts Centre
08.2022 - Current
  • Provide the highest level of customer service to internal and external clients
  • Interpret clients’ production, stage management, dressing room, orchestral and technical requirements and specifications for events and venues, ensuring all departments have relevant information for the presentation of smooth performances
  • Contribute to effective and efficient operation of the Stage Management team and Production Services Unit through liaison with clients and participation in production meetings, rehearsals, performance, and other activities
  • Help the Stage Manager during rehearsals, productions, and events which includes setting up and packing down the event, managing people and being observant for anyone that requires help
  • Undertake other duties as required.

Education

Bachelor of Fine Arts : Technical Production -

Queensland University of Technology (QUT)
12.2021

Approved Manager Licence - QLD
02.2024

Responsible Management of Licensed Venues - QLD -

CTA Training Specialist
02.2024

Responsible Service of Alcohol -

Express Online Training
12.2021

Certificate III : New Media -

WorkSkills
07.2017

Skills

  • Efficient
  • Driven
  • Proactive
  • Adaptable
  • Detail-oriented
  • Resourceful
  • Time-conscious
  • Patient
  • Business Admin
  • Event Coordination

Accomplishments

2024:

  • Effectively implemented a rostering and payroll app for casual staff
  • Managed and facilitated over 200 events/enquiries in 2024 so far

2023:

  • Managed and facilitated over 500 events/enquiries in 2023
  • Created and organised the Duty Manager training, then delivered sections of the training to the new employees.

2022:

  • Deputy Stage Manager and Sound Operator for The X Collective production of “Leaves of Glass”
  • Graduated with a Bachelor of Fine Arts from QUT

2021:

  • Producer/Head of Marketing for my Gradation Show “Standing By 2021”.
  • Senior Assistant Stage Manager for QUT SCP Live Performance of “Gloria”
  • Senior Assistant Stage Manager for QUT SCP Live Performance of “Mr. Burns”
  • Production Stage Manager for QUT Virtual Productions of “Frankenstein”
  • Assistant Stage Manager Secondment for Queensland Theatre “Boy Swallows Universe”

2020:

  • Production Stage Manager for QUT Virtual Productions of “Summer of the Aliens”
  • Vision Design, Coordinator and Operator for Production Arts Project 2020 “From the Outside In”
  • Designer/Creator and Stream Moderator for QUT Production “Looking Through Glass”
  • Deputy Stage Manager and Lighting Operator for Wallflower Theatre’s Production “I Hate to Tell You This”
  • Volunteered as crew for Third Years production of “Standing By 2020”.

References

  • Christina Hwong, Venue & Business Development Manager, Queensland Multicultural Centre, 0412 473 494
  • Betty Moinet, Former Business Development Manager, Queensland Multicultural Centre, 0411 812 540

Timeline

Acting Venue & Business Development Manager

Queensland Multicultural Centre – BEMAC/SSI
12.2023 - 04.2024

Bookings and Functions Co-ordinator

Queensland Multicultural Centre – BEMAC/SSI
05.2023 - Current

Assistant Stage Manager

Queensland Performing Arts Centre
08.2022 - Current

Events Support Officer (Duty Manager)

Queensland Multicultural Centre
11.2021 - 05.2023

Bachelor of Fine Arts : Technical Production -

Queensland University of Technology (QUT)

Approved Manager Licence - QLD

Responsible Management of Licensed Venues - QLD -

CTA Training Specialist

Responsible Service of Alcohol -

Express Online Training

Certificate III : New Media -

WorkSkills

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