Event Coordinator

Role Overview

The Event Coordinator serves as the operational engine behind world-class corporate events - including executive roundtables, masterclasses, and summits. Based in BGC, this hybrid role focuses on strategic logistical research, vendor partnerships, and precise administrative execution. Working alongside global teams across APAC, ANZ, and Europe, you will ensure flawless operational quality while gaining exposure to international event execution and select travel opportunities.

Key Responsibilities

Event Execution & Logistics

• Manage end-to-end logistics, timelines, checklists, and event documentation.
• Coordinate day-of operations, including onsite setup, registration, and vendor arrivals.
• Lead post-event debriefs, compiling attendee feedback and performance reports.

Vendor & Venue Management

• Research and source high-quality venues and vendors aligned with event briefs.
• Solicit quotes, maintain vendor databases, and archive performance records.
• Manage administrative paperwork, including vendor contracts, receipts, and invoices.

Budget & Financial Tracking

• Track and record event expenses (F&B, AV, printing, gifts) in budget trackers.
• Reconcile vendor quotes with final invoices and coordinate payments with Finance.

Quality Control & Innovation

• Enforce Ortus brand standards and quality benchmarks across all execution touchpoints.
• Monitor industry trends and proactively suggest process upgrades or vendor options.

Qualifications

• Experience: Background in event coordination, administrative planning, or vendor logistics.
• Detail Focus: Meticulous approach to tracking expenses, managing contracts, and following tight timelines.
• Communication: Strong interpersonal skills to collaborate effectively across multicultural, international teams.
• Workstyle: Highly self-disciplined and adaptable in a hybrid (remote/in-office) environment.
• Admin Skills: Proficient in invoice processing, expense tracking, and database management.