Event Management Coordinator

2 weeks ago

Singapore Singapore Squash Rackets Association Full time
**SINGAPORE SQUASH RACKETS ASSOCIATION (SSRA)
Singapore Squash Rackets Association (SSRA) is the National Sports Association (NSA) for the sport of Squash in Singapore.

We are governed by Sport Singapore (SportSG) and is a member of the Singapore National Olympic Council (SNOC), Southeast Asian Squash Federation (SEASF), Asian Squash Federation (ASF) and World Squash Federation (WSF).

SSRA was formed in 1970 and we are an Institute of Public Character (IPC) charity organisation.

SSRA aims to promote, support and advance the sport of Squash in Singapore through our core values of Integrity, Teamwork and Diversity.


Event Management Coordinator (6-month contract)


As part of our exciting events calendar, SSRA organises a host of local and international events to cater for our local, continental and international audiences.

Two of the main events SSRA host each year is the Singapore Squash Open and the Singapore Junior Open.


Come November 2023, we will be having the second edition of the Professional Squash Association (PSA) Gold event, the Singapore Squash Open 2023.

As the second highest tiered Championships, the event will attract the world's top 20 men and women athletes from all continents.

In December, the ONCOCARE Singapore Junior Open 2023 will take place.

A premier Asian Junior Super Series event, we welcome over 400 junior squash players from Asia to compete for valuable points for the Asian Junior Ranking.


Roles & Responsibilities


The
Event Management Coordinator shall work alongside the appointed Event Consultant or Management Company in planning and coordinating matters related to the two main events, and supplementary events that may lead up to or after them.


  • Coordinate all aspects of event planning, managing budgets, creating event timelines, and coordinating logistics and creating clearcut event orders.
  • Coordinate Invitation To Quote / Tender (ITQ/ITT) exercises to ensure Procurement guidelines are met.
  • Management of vendors providing services to ensure all permits and documentation are complete prior to start of work.
  • Collaborate with internal and external stakeholders to ensure seamless execution of events.
Specific items related to the events include, but not limited to:

Venue

  • Review venue contract and comply with terms & conditions of venue rental/usage.
  • Layout of the glass court, gallery seats, hospitality areas & ancillary facilities.
  • Coordinate with venue staff re venue operations requirements.
  • VIP parking coordination with venue operations.
  • Booking of Kallang Squash Centre.

Athletes and Officials Accommodation, and Transportation

  • Manage and coordinate hotel accommodation requirements, including daily updating of official hotel on billing matters.
  • Manage and coordinate all inbound and outbound international travel arrangements for athletes, officials and dignitaries.
  • Manage and coordinate airport pickups, sendoffs and daily shuttle services.

Glass Court Erection

  • Glass court setup/teardown operations schedule.
  • Coordinate with glass court contractor for submission of drawings and PE endorsement to venue, and ensure that all relevant permitting is obtained.

PSA SquashTV Logistics

  • Coordinate Squash TV technical requirements with local venue ops.
  • Coordinate shipping of SquashTV equipment.

Event Build

  • Conduct site briefing and site showround for contractors.
  • Evaluate tender submissions.
  • Monitor and assist in managing overall event build budget.
  • Plan and coordinate onsite buildup and teardown operations schedule.

Ticketing
Work with ticketing agency on submission of information and creatives.

Coordinate daily seating manifests with ticketing agency and Secretariat.

Coordinate complimentary ticketing arrangements for relevant parties.

**Other duties commensurate with the level of the post shall be further determined by the SSRA, where applicable.
**This job description is not to be regarded as exclusive, or exhaustive. It is intended to serve as a synopsis of the scope of work, and shall be amended accordingly, based upon the changing needs of the SSRA.

Skills, Qualifications and Other Requirements

  • Bachelors Degree in Sports Management, Business Administration, Marketing, Communications or related discipline preferred.
  • Minimum Diploma in similar disciplines.
  • Minimum 2 years of working experience, which should include handson experience working on a major event, preferably in the sports industry.
  • Strong record in issues management, with experience in events and project management.
  • Conversant with social media platforms, with a passion for keeping abreast of related trends.
  • Computer literate in MS Office (Word, Excel, Outlook, Power Point); desktop publishing (Adobe Creative Suites, etc) will be an added advantage.
  • Responsible and dependant by nature.
  • Must be flexible and willing to work offoffice hours, due to nature of opportunity.
  • Possess resourcefulness and acute analyti

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