Event Co-ordinator with Admin Experience – Female

Job Description

Handling office administration, self-correspondence
Attending to the Managing Director’s requirements and reports to him directly for every job details and status
Traffic Management for everyday trips and jobs of driver and production staffs
Oversee daily operations
Sending inquiries to supplier and sending offers to clients
Outsourcing promotional items locally and abroad
Placing orders (for local orders, coordination with supplier and preparing LPO / for orders abroad: ex. China, constant coordination with the supplier and arrange all necessary documents for custom clearance and track the goods while on transit to monitor the status)
Logistics – handle import and export transaction of materials
communicate with the client regularly and understanding their needs, event expectations and requirements.
Work closely with suppliers, contractors, and many other parties at the same time
Responsible for managing supplier relationships and ordering and production of products, equipment and items
Setting schedules and action sheets for every event and forwarding the same to the concerned parties and staff
Attending to visitors and incoming calls and outgoing calls
Manage the flow of transaction from ordering down to delivery of goods
Preparation of quotations, invoices, Local Purchase Order, Debit Notes, Receipt Vouchers, Delivery notes (If required)

Skills

Oversee organization, preparation and follow up for all meetings and events
Supervise Event Planner
Coordinate solicitation of event venues and report to staff and committees to determine the final selection
Coordinate travel and accommodations if necessary
Create and maintain department contact lists for venues, restaurants, etc.
Maintain event management calendar
Ability to work both independently and as part of events teams
Excellent interpersonal skills, written and verbal communication skills
Meticulous attention to detail and strong organizational skills
Excellent computer skills, including but not limited to, Microsoft Office
Ability to multitask in a fast-paced environment
Liaison and coordination of with production and build teams
Liaison and coordination of third party Vendors
Ability to work flexible, extended, and often irregular hours, including nights, weekends, holidays, and long stretches of consecutive days, as dictated by the event schedule.
Able to form relationships with all levels within an organization
Employment Type

Full-time

Job Types: Full-time, Permanent

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