Event Operations Coordinator / Executive

Business Media International Sdn. Bhd. – Petaling

As an Event Coordinator / Executive, you will be responsible for planning, organizing, and executing a variety of events, including conferences, and Awards Ceremony. You will work closely with various stakeholders which include manage logistics, coordinate vendors, and ensure that all aspects of the event run smoothly. Your role will involve budget management, venue selection, event conceptualization, and on-site management during the event. Strong communication, organizational, and problem-solving skills are essential to deliver memorable experiences and achieve guests’ satisfaction.

Objectives of this role

Plan and execution of at least five 1,000-person events a year across Asia Pacific.

Own every aspect of an event, from venue choice to success metrics

Keep budgets and timelines under control at all times

Develop an actionable plan for fundraising and managing monthly cash flow

Comply with all national and local regulations

Responsibilities

Develop a complete understanding of the requirements for every event

Research vendors and make selections based on their creativity, quality, and cost

Book venues, finalize contracts, and lock down day-of logistics

Develop content for event materials and work with graphic designer to produce

Hire personnel as needed across all functions of an event (ex : registration, setup, catering, audio / visual)

Handle day-to-day administration of events and programs, including order placements, BEO reviews, vendor monitoring, travel planning, restaurant reservations, attendee participation, registration counts, RSVP tracking, and resolution

Travelling for actual events may be required.

Required skills

Experience in event planning or event coordination in a corporate environment

Proven track record of creative, successful events

Experience working with colleagues in graphic design, sales, marketing, and communications

Excellent organizational, communication, negotiating, and multitasking skills

Ability to remain calm under pressure and maintain a customer-service mindset

High energy and able to handle fast paced events.

Preferred qualifications

Bachelor’s degree (or equivalent) in hospitality management or public relations

Established relationships with vendors

Experience in managing budgets and tracking expenses

Advanced knowledge of PowerPoint, Acrobat, and Excel

Proficient in Mandarin and English. We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients.

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