Project Coordinator - Events

Key Responsibilities - Events Coordinator (Admin Focus) Event Planning & Scheduling

• Assist in defining event objectives, scope, and deliverables
• Develop detailed event schedules and timelines
• Coordinate tasks among internal teams, vendors, and external partners
• Track key event milestones and deadlines to ensure smooth execution

• Act as a primary point of contact for event-related updates and inquiries
• Maintain clear communication between internal teams, stakeholders, and external vendors
• Organize and document meetings, including recording minutes and following up on action items
• Ensure all stakeholders are regularly informed on event progress, changes, and potential risks

• Maintain accurate event documentation, including plans, reports, and vendor contracts
• Monitor event progress and logistical performance
• Prepare reports and summaries for management and stakeholders
• Support budget tracking, vendor payments, and resource allocation

• Draft and send official letters and communications on behalf of the events team
• Acquire necessary permits, approvals, and clearances for events

• Timely completion of event planning milestones
• Accuracy and completeness of event documentation and logistics
• Effective communication and coordination among all stakeholders
• Quality and adherence to event deliverables and standards
• Efficient handling of administrative and compliance responsibilities

• Bachelor's degree in Business Administration, Event Management, Hospitality, or a related field
• Minimum 2-4 years of experience in event coordination, administrative support, or project coordination
• Previous experience working with vendors, government entities, or compliance-related documentation is an advantage

• Strong organizational and time-management skills with the ability to manage multiple events and deadlines simultaneously
• Excellent written and verbal communication skills, including drafting official correspondence and reports
• Proven ability to coordinate across multiple stakeholders (internal teams, vendors, authorities, and partners)
• High attention to detail to ensure accuracy in documentation, contracts, schedules, and reports
• Strong problem-solving skills and ability to handle last-minute changes calmly and effectively

• Proficient in Microsoft Office tools (Word, Excel, PowerPoint, Outlook); experience with event management or project tracking tools is a plus
• Experience in document control, record-keeping, and reporting
• Familiarity with budget tracking, invoice processing, and vendor payment follow-ups
• Ability to organize meetings, prepare agendas, record minutes, and track action items

• Experience coordinating permits, approvals, and regulatory requirements for events
• Understanding of basic contract management and compliance procedures
• Ability to handle sensitive information with professionalism and confidentiality
• Willingness to work extended hours or weekends when required by event schedules