Event Coordinator

Position Overview

The Event Coordinator is responsible for planning, coordinating, and supporting the successful delivery of corporate, promotional, social, conference, exhibition, hospitality, and other special events. This role works closely with clients, venues, suppliers, vendors, internal departments, event staff, and other stakeholders to ensure that every aspect of an event is organised and executed according to the agreed objectives, timeline, quality standards, and budget.

The position supports the full event lifecycle, from understanding client requirements and developing event plans to coordinating logistics, preparing documentation, managing suppliers, supporting on-site execution, and completing post-event follow-up. The Event Coordinator must be highly organised, detail-oriented, proactive, and capable of managing multiple priorities while responding quickly to operational changes or unexpected issues.

Key Responsibilities

• Coordinate the planning and execution of events from initial briefing through post-event completion, ensuring all activities remain aligned with client requirements, schedules, and agreed objectives.
• Communicate with clients to understand event requirements, attendance expectations, themes, schedules, budgets, venue preferences, and special arrangements.
• Prepare event proposals, quotations, budgets, schedules, timelines, checklists, floor plans, presentations, contracts, briefing documents, and other event-related materials.
• Research, evaluate, and coordinate with venues, caterers, decorators, audiovisual providers, entertainers, transportation providers, printing companies, security teams, and other event suppliers.
• Request and compare quotations, negotiate service arrangements where appropriate, confirm bookings, and maintain accurate supplier and vendor information.
• Coordinate event logistics including venue setup, seating arrangements, registration areas, signage, equipment, decorations, catering, transportation, guest requirements, and event materials.
• Conduct venue inspections and site visits to identify logistical requirements, potential risks, space limitations, technical requirements, and operational considerations.
• Develop detailed event timelines and production schedules and ensure that relevant departments, suppliers, contractors, and event staff understand their responsibilities and deadlines.
• Coordinate internal teams and external partners before and during events to ensure smooth communication and timely completion of assigned tasks.
• Attend rehearsals, preparation meetings, client briefings, and event-day coordination sessions as required.
• Support on-site event operations, including setup, registration, guest coordination, supplier arrivals, programme flow, troubleshooting, and event breakdown.
• Monitor event progress closely and respond promptly to changes, delays, technical issues, supplier problems, guest concerns, or other unexpected situations.
• Maintain accurate records of event expenses, deposits, invoices, supplier payments, quotations, contracts, purchase orders, and other financial documentation.
• Monitor event budgets and expenses and escalate potential cost overruns or significant changes to management or the client.
• Coordinate event marketing and promotional materials with relevant teams, including invitations, social media content, signage, brochures, presentations, and other communications.
• Maintain professional relationships with clients, suppliers, venues, sponsors, speakers, exhibitors, and other stakeholders.
• Collect client and attendee feedback after events and assist with post-event evaluations, reports, financial reconciliation, and recommendations for future improvements.
• Maintain organised event files, contact lists, schedules, contracts, supplier records, and project documentation.
• Ensure event activities comply with company procedures, venue requirements, safety standards, and applicable regulations.
• Assist with multiple events or projects simultaneously while maintaining accuracy, professionalism, and consistent service standards.
• Provide administrative and operational support to the Event Manager, Project Manager, Sales Team, or senior management as required.

Requirements

• Diploma or Bachelor's Degree in Event Management, Hospitality Management, Marketing, Business Administration, Communications, Public Relations, Tourism, or a related field is preferred.
• Previous experience in event coordination, event planning, hospitality, marketing, sales coordination, project coordination, or a related role is an advantage.
• Strong organisational and time-management skills, with the ability to manage multiple events, deadlines, suppliers, and priorities simultaneously.
• Excellent verbal and written communication skills with the ability to communicate professionally with clients, vendors, colleagues, and senior stakeholders.
• Strong attention to detail and the ability to identify potential issues before they affect event execution.
• Good negotiation, coordination, problem-solving, and decision-making skills.
• Comfortable working with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook; familiarity with event management, registration, CRM, or project management software is an advantage.
• Basic understanding of event budgeting, quotations, contracts, procurement, supplier coordination, and financial documentation.
• Able to work independently while collaborating effectively with internal and external teams.
• Able to remain calm, professional, and solution-focused in fast-paced or high-pressure event environments.
• Willingness to work flexible hours, including evenings, weekends, public holidays, and on-site events when required.
• Willingness to travel to event venues and attend site visits, rehearsals, meetings, and off-site functions as required.
• A proactive, professional, customer-focused attitude with strong teamwork and interpersonal skills.