Lead Logistics Coordinator for Global Events

5 days ago

Singapore INTERNATIONAL BACCALAUREATE ORGANIZATION (SINGAPORE BRANCH) Full time

About the Role

The International Baccalaureate Organization (Singapore Branch) is seeking a highly skilled Lead Logistics Coordinator to oversee the organizational details for all events within the region, including workshops held at hotels and on school campuses. As a key member of the Professional Development Delivery team, you will be responsible for managing event registrations, coordinating logistics with schools, procuring and negotiating hotel contracts, food and beverage prices, meeting room rentals, and attrition.

This role requires exceptional leadership skills, as you will manage a team of event staff and travel approximately 30% of the time. You will also lead weekly staff meetings to review workshop experiences, share updates that impact daily operations, and facilitate the sharing of best practices.

Key Responsibilities:

  • Negotiate hotel contracts, venues, travel, food & beverage prices, room rentals, and other event-related expenses within budget.
  • Monitor reports on tracking workshop attendance and make decisions based on data analysis, such as capacity utilization, workshop/session cancellations, participant and leader feedback, etc.
  • Oversee the line management of the online registration team members, including number of events and registration fee revenue.
  • Forecast and manage expenditure to achieve financial goals within the IB's annual operating cycle, ensuring best value and compliance with financial guidelines.
  • Recruit, manage, and develop staff, resulting in an effective team.
  • Review Event Associates/Specialists post-event reports outlining successes and areas for improvement, covering venue, workshop leaders, event communications, participant experience, etc.

About You

To succeed in this role, you will need:

  • Bachelor's degree required, or equivalent combination of education and experience.
  • Proven experience in hospitality, large event planning, and hotel contracts, or related area of expertise.
  • Certified Meeting Planner (CMP) preferred.
  • Significant successful experience in negotiating contracts and dealing with hotels and vendors, as well as executing large events with over 100 participants.
  • Knowledge of financial management, budgeting, and cost control procedures.
  • Excellent written and oral communication skills.
  • Superior organizational and procedural skills, with accuracy and attention to detail.
  • Ability to handle multiple concurrent workshops/projects through to completion.
  • Experience in team management.

In addition to your salary, we offer an attractive range of benefits, including:

  • 20% employer's CPF contribution.
  • $1,200 yearly flexible credits.
  • 20 days annual leave, plus public holidays, with the choice to buy or sell up to 3 additional days using flexible credits.
  • Life assurance: 2x annual salary.
  • Flexible working hours due to the nature of work.
  • Organisation-sponsored learning opportunities for professional development.
  • Corporate passes to Singapore Zoo, River Wonders, and Gardens by the Bay.

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