Event Coordinator

About the role

The Event Coordinator assists with planning and executing internal and external events while ensuring exceptional client experience through proactive communication and high-touch hospitality service. This role serves as the primary point of contact for conference center clients, managing all operations, functions, and logistics including scheduling, catering, audiovisual requirements, and event setup coordination. The coordinator demonstrates expertise in executing high-profile meetings with senior executive participation while consistently delivering high standards of care that exceed client expectations.

Responsibilities

• Create and efficiently maintain Outlook and SharePoint room booking systems.
• Effectively liaise with Technicians, Cleaners, and Reception for meeting set-ups.
• Ensure accurate room booking information is displayed on each room every morning.
• Monitor meeting room signage condition, furniture, and AV/VC equipment.
• Set up and maintain professional relationships with local suppliers.
• Monitor usage of Food and Beverage meeting consumables in the kitchen and other food services, maintain agreed par-stock levels.
• Plan and organize meetings and events, including relevant contractor training sessions.
• Handle daily Trouble Ticket requests.
• Maintain adequate stock of all meeting room-related items.
• Liaise with the Reception team for external visitor experience improvements.
• Liaise with customers for special requirements.
• Be the first point of call for hosts and guests.
• Ensure all events for VIPs after hours are coordinated efficiently and effectively.
• Efficiently manage all meeting room calendars and incoming booking requests.
• Ensure that rooms are prepared and cleared before and after all meetings.
• Assist in the organization of any requirements for room bookings including catering requests.

Requirements

• Bachelor's degree or proven experience as an event planner or organizer.
• 1-3 years of experience in event planning, project management, hospitality, or related field.
• Exceptional customer service skills with a demonstrated passion for hospitality and high-touch service delivery.
• Excellent time management and verbal/written communication skills with the ability to communicate professionally across all organizational levels.
• Ability to multi-task and manage multiple priorities in a fast-paced environment while delivering results under tight deadlines.

Preferred Qualifications

• Experience working with clients at all levels of an organization, including C-suite executives and senior leadership.
• Budget planning experience with demonstrated ability to develop cost quotes and manage expenses within allocated budgets.
• Willingness and ability to travel as needed with flexibility to work some nights and weekends based on event requirements.
• Highly collaborative interpersonal skills with a track record of initiative, integrity, and good judgment in decision-making.
• Proficient skills in Microsoft Office Suite including Excel, Word, PowerPoint, Visio, and Outlook.
• Experience with client scheduling software and conference center management systems.
• Knowledge of audiovisual equipment troubleshooting and technical event setup requirements.