Event Coordinator

Position overview

Planning and coordination

• Coordinates events from initial planning through execution, breakdown, and follow-up.
• Assists with event concepts, themes, programmes, schedules, timelines, checklists, and operational plans.
• Prepares event briefs, production schedules, run sheets, guest lists, seating plans, registration lists, and other documentation.
• Researches venues and suppliers, conducts site inspections, requests and compares quotations, and monitors supplier commitments.
• Tracks budgets, expenses, invoices, deposits, purchase orders, and payment requirements with Finance and management.

Event delivery and reporting

• Coordinates invitations, registrations, guest lists, badges, tickets, promotional materials, and event communications.
• Supports promotion through email campaigns, social media, digital content, partnerships, and other channels.
• Coordinates VIPs, speakers, executives, sponsors, partners, performers, and guest arrangements.
• Coordinates setup, registration, signage, staging, seating, décor, AV equipment, branding, and technical requirements.
• Briefs staff and suppliers, provides on-site coordination, monitors event operations, and addresses unexpected issues.
• Coordinates breakdown, equipment returns, venue handover, feedback collection, and post-event reporting.
• Maintains event records and supplier relationships; monitors event trends, technologies, venues, and formats.
• Manages concurrent events and deadlines while protecting confidential client, guest, and company information.

Requirements

• Diploma or bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business Administration, Public Relations, or a related field.
• Previous experience in event coordination, planning, hospitality, conference management, exhibitions, marketing, or a similar role.
• Strong knowledge of event logistics, venue and supplier coordination, guest management, budgets, quotations, purchase orders, invoices, and expense tracking.
• Proficiency in Microsoft Word, Excel, and PowerPoint; event management, registration, CRM, or project management system experience is an advantage.
• Strong organization, communication, negotiation, problem-solving, decision-making, time management, and attention to detail.
• Ability to manage multiple tasks and stakeholders in a fast-paced environment and prepare event plans and reports.
• Willingness to work flexible hours, including evenings, weekends, public holidays, and extended event hours; ability to travel to venues.
• Relevant event management, hospitality, project management, or other professional certifications are an advantage.

Workplace and schedule

• Provides on-site coordination during events and supports off-site events when required.
• The role may require flexible hours, including evenings, weekends, public holidays, and extended event hours.