Job Summary:
The Project Coordinator (Events) is responsible for supporting the planning, coordination, and execution of events.
This includes liaising with vendors, managing logistics, and ensuring the event meets client and organizational objectives within budget and time constraints.
Key Responsibilities:
Event Planning and Coordination:
Collaborate with the Event Manager to define project scope, objectives, and deliverables.
Assist in creating detailed event plans, including timelines, budgets, and checklists.
Coordinate with internal teams and external vendors to meet project deadlines.
Vendor and Stakeholder Management:
Source and negotiate contracts with venues, suppliers, and service providers.
Maintain clear communication with clients and stakeholders to ensure expectations are met.
Logistics Management:
Oversee event set-up and teardown activities.
Ensure all equipment, materials, and personnel are in place for a seamless execution.
Administrative Duties:
Maintain records of event budgets, contracts, and invoices.
Prepare post-event reports, including financial reconciliation and feedback analysis.
Marketing and Promotion Support:
Collaborate with marketing teams to promote events.
Assist in developing promotional materials, social media posts, and email campaigns.
On-Site Event Coordination:
Act as the point of contact during the event, resolving any issues in real-time.
Monitor attendee experience and ensure compliance with safety and quality standards.
Evaluation and Improvement:
Gather feedback from participants and stakeholders.
Identify areas for improvement for future events.
Qualifications and Skills:
Education:
Diploma/Degree in related fields.
Experience:
1-2 years of experience in event coordination or project management.
Skills:
Strong organizational and multitasking abilities.
Excellent communication and interpersonal skills.
Proficiency in project management tools (e.g., MS Project, Asana, Trello).
Budget management and negotiation skills.
Ability to work under pressure and meet tight deadlines.
Familiarity with event technology (e.g., registration software, virtual event platforms).
Work Environment:
Primarily office-based with frequent on-site event work.
Flexibility to work evenings, weekends, and holidays as needed.