Event Coordinator

Job Summary

Luma Event Sdn Bhd is looking for a highly organised, energetic, and responsible Event Coordinator to support the planning, coordination, and execution of corporate events, brand activations, exhibitions, launches, roadshows, private functions, and other events.

The successful candidate will work closely with clients, vendors, event crews, designers, suppliers, and internal teams to ensure every event is well-planned, delivered smoothly, and completed according to the client's requirements, timeline, and budget.

This role is ideal for someone who enjoys a fast-paced environment, is comfortable handling multiple tasks at once, and has a strong interest in event management and production.

Key Responsibilities

Event Planning & Coordination

• Assist in planning and coordinating events from concept to completion.
• Understand client requirements, event objectives, schedules, and budgets.
• Prepare event timelines, checklists, schedules, and operational plans.
• Coordinate venue arrangements, equipment, manpower, logistics, and event setup.
• Assist in preparing proposals, quotations, event decks, floor plans, and production documents.
• Ensure all event requirements are prepared and delivered according to schedule.

Event Execution

• Coordinate on-site event setup, rehearsals, registration, event activities, and dismantling.
• Liaise with vendors, suppliers, venue management, crew, entertainers, and other third parties.
• Monitor event setup and ensure everything is ready before the event starts.
• Handle last-minute changes and operational issues during events.
• Ensure events run smoothly according to the approved programme and timeline.
• Be available to work on-site during events, including weekends or public holidays when required.

Client & Vendor Management

• Communicate professionally with clients and understand their event requirements.
• Coordinate with suppliers and negotiate or obtain quotations when required.
• Follow up with vendors to ensure timely delivery of goods and services.
• Maintain good working relationships with clients, suppliers, venues, and event partners.
• Provide regular updates to clients and internal management.

Administrative & Post-Event

• Maintain event documents, schedules, quotations, purchase orders, and supplier information.
• Assist with event budget tracking and expense documentation.
• Prepare post-event reports and gather feedback when required.
• Review event execution and identify areas for improvement.
• Support other projects and events assigned by management.

Requirements

• Diploma/Degree in Event Management, Marketing, Mass Communication, Hospitality, Business Administration, or a related field.
• 1–3 years of experience in event management, event coordination, marketing, or a related industry is preferred.
• Fresh graduates with strong organisational and communication skills are welcome to apply.
• Strong communication and interpersonal skills.
• Good organisational and time-management skills.
• Able to multitask and work under pressure.
• Strong attention to detail and problem-solving ability.
• Comfortable communicating with clients, suppliers, and event crews.
• Willing to travel for events and work outside normal office hours when required.
• Proficient in Microsoft Office / Google Workspace.
• Bahasa Malaysia and English required; additional languages are an advantage.
• Possess a valid driving licence and own transport is an advantage.

Personal Attributes

We are looking for someone who is:

• Responsible and reliable
• Energetic and proactive
• Organised and detail-oriented
• Confident in communicating with people
• Able to solve problems quickly
• Calm under pressure
• Team-oriented
• Willing to learn and take initiative
• Comfortable working in a fast-paced event environment.

Key Performance Areas (KPIs)

• Successful and timely execution of assigned events.
• Client satisfaction and quality of event delivery.
• Effective coordination with vendors and event crews.
• Adherence to event timelines and budgets.
• Accuracy of event documentation and planning.
• Ability to resolve on-site issues efficiently.
• Teamwork and communication effectiveness.