Events Coordinator
1 week ago
This is a 6 months contract (maternity cover) assigned to our client
Work Location: To be confirmed
Salary Range : $2,500-$3,000
**Job Description**:
1. Taking that original brief from the beginning to seeing the event through to the end (listen to the brief,
research, venue sourcing, negotiation, logistics, financial admin, budget planning, communication
management, reconciliation & closing of event).
2. Provide guidance on client's policy information to internal clients - Ensuring insurance, legal, health and
safety obligations are adhered to for all events
3. Provide advisory services to internal clients to assist with cost mitigation - offering alternatives or
championing use of client's office where possible for events
4. Be the main point of contact with clients and vendors for all events
5. Venue sourcing: provide options to internal clients based on their brief & budget
6. Create and maintain a budget for each event, seeking approvals where necessary and reconciling costs
post event
7. Negotiation of rates and terms with suppliers
8. Meeting logistics (venue management, caterers, audio visual etc) including drafting run sheets
and floorplans
9. High volume administration duties
10. Process deposits and invoices for all events and coordinate with finance team in China to ensure
payments are made on time and allocated correctly.
11. Arrange printing and materials for events
12. Liaise with internal (Marketing, Finance, Legal etc) and external clients (theme-ing providers,
AV companies, printing suppliers, etc.)
13. Draft & send communications
14. RSVP management through online events management tool
15. Use client’s internal tools (including new Meetings & Events tool) to manage events
16. Follow Client Meeting & Event policies to ensure compliance
17. Ability to use client’s registration system for events
18. 1 to 2 years in event management experience preferred with a Hotel/Catering industry background
(Including good planning and operational understanding/skills a necessity)
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