Client Servicing & Event Coordinator

DONCE Fine Weddings & Floristry is a luxury wedding and event design studio based in Kuala Lumpur, known for immersive floral styling, spatial design, and refined visual storytelling.

Job Summary

We are seeking a highly organized, detail-oriented, and proactive Client Servicing & Event Coordinator to join our event styling and decoration team. This role serves as the key communication bridge between clients, event planners, venues, designers, and production teams to ensure all event projects are executed smoothly and according to client expectations.

The ideal candidate possesses excellent communication skills, strong attention to detail, and the ability to manage multiple projects simultaneously in a fast-paced environment.

Key Responsibilities

• Client Servicing & Relationship Management

• Manage customer inquiries received through Instagram, WhatsApp, email, and website inquiry forms and act as the primary point of contact between clients and the company.

• Respond promptly and professionally to client questions and requests.

• Build and maintain professional relationships with clients throughout the planning journey.

• Provide timely follow-ups, project updates, and support while ensuring client experience.

• Represent the company professionally during meetings, consultations, and site visits.

Project Coordination & Communication

• Coordinate communication between clients, planners, venues, designers, and production teams.

• Consolidate project requirements, design feedback, timelines, and operational details to ensure all stakeholders remain aligned.

• Prepare and distribute meeting notes, action items, and project updates.

• Monitor project progress and follow through on outstanding tasks and deliverables.

Event Planning Administration & Documentation

• Attend client meetings, site visits, and project discussions.

• Host meetings and take comprehensive and accurate meeting notes & maintain accurate records, event checklists, schedules, and documentation.

• Ensure all required information, approvals, and logistics are obtained before project execution.

• Support quotation preparation, project tracking, and internal administrative processes.

• Anticipate potential issues and proactively communicate solutions to relevant parties.

• Maintain organized records of all project communications and documentation.

Event Execution Support

• Assist with on-site coordination and communication during event setup and execution.

• Be available to work weekends, public holidays, and flexible hours in accordance with event schedules.

Requirements

• Diploma or Degree in Event Management, Hospitality, Business Administration, Communications, or related fields is an advantage.

• Minimum 1–3 years of experience in client servicing, event coordination, project management, or a similar role.

• Excellent verbal and written communication skills.

• Strong attention to detail and organizational abilities.

• Ability to multitask and manage multiple projects simultaneously.

• Professional, presentable, and client-focused attitude.

• Proficiency in Microsoft Office, Google Workspace, and messaging platforms.

• Experience in the events, wedding, hospitality, or creative industry is preferred.

• Possess own transportation and able to travel for meetings and events on time.

Ideal Candidate

• Highly organized and detail-oriented.

• Strong interpersonal and relationship-building skills.

• Proactive, resourceful, and solutions-driven.

• Able to remain composed under pressure and manage changing priorities.

• Passionate about luxury events, design, and delivering exceptional client experiences.

• Enjoy working in a fast-paced, service-oriented environment.

Our projects often involve numerous moving parts and high client expectations. Success in this role requires exceptional attention to detail, strong communication skills, adaptability, and a genuine commitment to delivering an outstanding client experience.