Event Coordinator

We're looking for a dynamic Event Coordinator to plan and execute successful corporate events from concept to completion. The ideal candidate will manage vendor relationships, coordinate logistics, and ensure all events meet client objectives while staying within budget. Responsibilities include creating detailed event timelines, handling attendee registration, troubleshooting on-site issues, and producing post-event reports to measure success.

• Event Planning & Execution:
  • Assist in the development of event concepts, timelines, and objectives.
  • Coordinate event logistics, including venue selection, catering, transportation, and audiovisual needs.
  • Handle event registrations, invitations, and RSVPs.
  • Ensure proper setup and breakdown of event spaces.
• Vendor Management:
  • Communicate with vendors for equipment rentals, food and beverage service, entertainment, etc.
  • Negotiate contracts with vendors to meet budgetary requirements.
  • Oversee vendor performance during events and ensure timely delivery of services.
• Budget Management:
  • Assist in preparing and maintaining event budgets.
  • Track expenses and provide regular financial reports to the Event Manager.
  • Ensure cost-effective solutions without compromising event quality.
• Client & Stakeholder Engagement:
  • Serve as the point of contact for clients and stakeholders before, during, and after the event.
  • Address client requests and resolve issues efficiently.
  • Work with internal marketing teams to promote events and boost attendance.
• On-Site Event Coordination:
  • Oversee day-of-event operations, ensuring smooth execution.
  • Manage event staff and volunteers, assigning roles and responsibilities.
  • Address any on-site issues or emergencies promptly.
• Post-Event Follow-Up:
  • Collect feedback from attendees and stakeholders.
  • Provide post-event reports, including financial analysis and event success metrics.
  • Coordinate post-event thank-you notes and other communications.

• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Ability to manage budgets and negotiate with vendors.
• Familiarity with event management software and tools.
• Problem-solving skills and ability to work under pressure.

• Attention to Detail: Ensures that every aspect of an event is executed to the highest standard.
• Adaptability: Capable of handling last-minute changes and unforeseen challenges.
• Team Player: Works well in a collaborative environment with colleagues and stakeholders.
• Time Management: Can manage multiple projects at once and meet tight deadlines.

• Work Environment: Office and event sites, with traveling whenever required.
• Hours: May include evenings, weekends, and holidays based on event schedules.