Event Stall Holder Coordinator

Opportunity Overview

Tāmaki Makaurau Auckland hosts some of New Zealand’s most vibrant and culturally important events that unite diverse communities and provide memorable experiences to locals and visitors. Within Tātaki Auckland Unlimited’s Major Events portfolio, a variety of flagship events such as the Auckland Diwali Festival, Auckland Lantern Festival, Pasifika Festival, Waitangi Day, and Matariki Festival are organized among others across the city.

As the Event Stall Holder Coordinator, you will oversee the complete coordination process for stall holders spanning these major events. Managing relationships with over 350 stall holders, you will serve as the key contact from the application stage through selection, booking, and event execution ensuring stall holders receive vital information and support for success.

Core Responsibilities

• Manage the entire lifecycle of stall holder applications, allocations, bookings, cancellations, payments, and replacements effectively.
• Provide clear, timely, and professional communication to stall holders as the primary liaison.
• Create and maintain detailed plans, documentation, records, and reports relevant to each event’s stall holders.
• Assist with the selection and curation process for food, retail, and community stalls to enhance the festival atmosphere.
• Organize operational logistics such as power, lighting, LPG safety, waste management, traffic control, security arrangements, permits, and site preparations.
• Collaborate with Environmental Health and Health & Safety teams to ensure all regulations and safety standards are fully met.
• Conduct stall holder briefings and meetings to communicate operational details, event schedules, and health and safety protocols.
• Coordinate with site and production teams on stall layouts and event-day setups.
• Build and maintain strong relationships with stall holders, community organizations, cultural groups, suppliers, and commercial partners.
• Resolve challenging inquiries tactfully and diplomatically, always prioritizing customer satisfaction.
• Support event sales activities by identifying and attracting quality commercial, food, and retail operators.
• Recruit and manage temporary staff as needed to ensure smooth event delivery.
• Perform administrative duties across the Major Events portfolio as directed by the Group Manager Major Events.

Candidate Profile

The ideal candidate thrives in a dynamic, fast-paced event setting with multiple priorities and stakeholders. You are well-organized, confident in engaging diverse individuals, and capable of managing processes independently from start to finish. You possess strong interpersonal skills to foster trust while also handling difficult conversations firmly and professionally, identifying practical solutions when issues arise.

• A minimum of three years' experience in customer service, sales, coordination, or administration.
• Proven experience supporting or managing events, festivals, or complex operational projects.
• Strong project management and organizational abilities enabling management of multiple simultaneous deadlines.
• Excellent skills in stakeholder engagement working across community, commercial, and internal partners.
• Effective written and oral communication capabilities.
• Confidence and diplomacy in managing sensitive or challenging discussions.
• Good problem-solving aptitude and rapid decision-making in fast-moving environments.
• Exceptional attention to detail with skills in maintaining accurate records and reporting.
• A tertiary qualification in event management or a related field is advantageous.

An enthusiasm for events that celebrate Auckland's cultural diversity and vibrancy is essential.

What We Offer

This role offers the unique opportunity to work behind the scenes of Auckland’s most iconic festivals and major events, collaborating with passionate professionals, community partners, and vendors throughout the region. You will directly contribute to events that celebrate local communities, support small businesses, and create meaningful experiences for thousands of attendees.

Additional Information

Applications must include a cover letter highlighting your relevant skills and motivation for this role, alongside a current CV. The closing date for applications is 13 September 2026.

Tātaki Auckland Unlimited is proud to be an equal opportunity employer committed to fostering diversity and inclusion. Candidates requiring support or accommodations during the recruitment process are encouraged to notify us upon application.