Events & Admin Coordinator
Events Factory
Total years of experience :11 years, 8 Months
- execute and coordinate all assigned areas of project management activities
- identify the client’s requirements and expectations for each event
- work closely and effectively with the project manager to ensure completion of event requirements
- liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order
- maintain an ongoing progress report and produce periodic status reports of the event
- respond to requests and queries from the client in an efficient and timely manner
- oversee permits and documents and ensure compliance with insurance, legal, health and safety obligations
- creates presentations tailored to the type of event and client’s brand identity
- conduct final inspections on the day of the event to ensure everything adheres to the client’s standards
- prepare plans and develop timetables with set deadlines in accordance with the project management process
- proactively handle any arising issues and troubleshoot any emerging problems on the event day
- oversee maintenance of the office
- track and replenish office supplies
- record incoming and outgoing expenses
- organize travel and accommodation for management team
- answer incoming calls, take messages and redirect calls as required
- diary management and arranging appointments, booking meeting rooms and conference facilities
- responds to clients’ queries about the company’s products and services
- establishes a friendly yet professional relationship with clients to build a good foundation between the company and its clients
- recommends products that are tailor fit to clients’ needs
- files and processes requests for execution and documentation purposes
- guarantees that accounts are not compromised and security procedures are not breached
- maintains and updates records of clients to make sure that every detail is accurate and kept private for security purposes
- coordinates with clients and suppliers regarding meeting schedules
- checks availability of team members for upcoming events
- assists clients with their event needs/requests
- tracks the clients payables/balance with their suppliers
- ensures that event logistics are taken cared of thoroughly
- relays the requests/inquiries of the clients to suppliers/hotel/venue
- reminds clients of all items needed for their event turnover and
conducts finalization meeting