Project coordinator
The Planners
Total years of experience :7 years, 2 Months
Responsibilities:
• Preparing proposal presentation in response to RFPs.
• Assisting and managing on-site production and clean up for events as necessary, from set up to breakdown
• Preparing and maintaining task lists/checklists and event documentation
• Conducting research, make site visits and find resources to help staff make decisions about event possibilities and to gather information on each project
• Coordinate with the designer for required designs, floor plans/room layouts for each
• Coordinate with renter's management to negotiate rental costs and determine requirements of the renter in regard to technical, security and/or other requirements
• Ensuring adequate staffing for events and schedules set up, technical, stage and other crews accordingly and supervises crews for events
• Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records.
Working with the team to develop proposals for the company, which speaks to the client’s needs, concerns, and objectives.
•Handling objections by clarifying, highlighting agreements and working through differences to a positive conclusion for various events.
•Scheduling meetings with key clients, estimating on making quotation as per client needs.
•Following up with clients for updates via e-mail or call as well maintaining a database of assured clients for the event.
- Managing VIP guests, Jury panels and VIP invitees to their designated venues
- Assisting senior officials when there was a shortage of workforce
Providing executive support activities to assist the Manager in management programs
•Preparing incoming correspondence and reports & making a preliminary assessment of the importance of materials and organizing documents and forwards appropriate materials to the Managers and higher officials.
•Take minutes and keep records of proceedings as required in team meetings.
•Reviewing and preparing documents as required, which are tasked to other departments for Manager’s approval.
•Updating the Manager on status of issues before scheduled meetings.
- Monitoring daily activities, scheduling work for the event volunteers, arranging overtime if needed.
- Preparing daily reports, timekeeping, progress monitoring.
- Assisting delegates and guiding them to sessions according to the prospectus.
- Incoming and Outgoing document control.