Volunteer

Position Overview
We are seeking an organised, creative, and detail-oriented Event Coordinator to support the planning, coordination, and execution of corporate, promotional, social, hospitality, and special events. The role will be responsible for coordinating event logistics, vendors, schedules, venues, guests, materials, and on-site activities to ensure events are delivered smoothly and professionally.
The Event Coordinator will work closely with clients, management, marketing, sales, suppliers, venues, production teams, and other stakeholders throughout the event lifecycle. The ideal candidate should have excellent organisational and communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Coordinate the planning and execution of events from initial concept and preparation through on-site delivery and post-event activities.
Assist with developing event concepts, themes, schedules, programmes, timelines, and operational plans based on event objectives.
Work closely with clients, management, marketing, sales, sponsors, venues, suppliers, and other stakeholders to understand event requirements.
Prepare event briefs, checklists, schedules, floor plans, run sheets, guest lists, contact lists, and other event documentation.
Coordinate venue selection, site inspections, bookings, layouts, seating arrangements, stage setups, signage, registration areas, and other venue requirements.
Liaise with hotels, restaurants, conference centres, event spaces, convention centres, and other venues to coordinate event arrangements.
Coordinate suppliers and service providers including caterers, decorators, photographers, videographers, AV teams, entertainers, security, transportation, printing companies, and production partners.
Request and compare supplier quotations and assist with negotiating pricing, packages, availability, and service requirements.
Track event budgets, purchase orders, invoices, deposits, supplier payments, and other event-related expenses.
Monitor event costs and identify opportunities to maintain quality while controlling expenditure.
Coordinate event equipment, furniture, decorations, promotional materials, gifts, merchandise, uniforms, signage, badges, and other required items.
Manage event invitations, registrations, confirmations, guest lists, seating plans, attendance records, and guest communications.
Assist with preparation of invitations, promotional materials, event presentations, agendas, programmes, and other communication materials.
Coordinate marketing and promotional activities related to events across relevant channels, including social media, email, websites, and internal communications.
Support registration and guest check-in processes and ensure attendees receive appropriate information and assistance.
Coordinate VIP guests, speakers, presenters, performers, sponsors, partners, and special guests according to event requirements.
Prepare speaker schedules, briefing materials, presentation files, scripts, event programmes, and stage requirements.
Coordinate transportation, accommodation, meals, catering, hospitality, and other guest requirements where applicable.
Conduct pre-event meetings and briefings with internal teams, vendors, venue staff, and event personnel.
Create detailed event timelines and ensure all parties understand responsibilities, deadlines, and operational requirements.
Assist with event setup, decoration, equipment installation, signage placement, registration areas, seating, stage preparation, and venue readiness.
Be present on-site during events to coordinate activities, monitor schedules, communicate with suppliers, and resolve operational issues.
Monitor event programmes and ensure activities, performances, presentations, meals, speeches, and other scheduled elements run according to plan.
Respond quickly to unexpected issues, schedule changes, supplier delays, technical problems, guest concerns, and other event-day challenges.
Maintain professional communication with guests, clients, vendors, speakers, sponsors, and internal teams throughout the event.
Ensure event venues, equipment, materials, signage, and guest areas meet required presentation, safety, and quality standards.
Coordinate post-event breakdown, equipment collection, venue handover, supplier close-out, and return of rented items.
Collect attendee feedback, supplier feedback, and internal observations following events.
Prepare post-event reports covering attendance, budget performance, operational outcomes, feedback, issues, and recommendations.
Analyse event performance and identify opportunities to improve future events, guest experience, efficiency, and cost management.
Maintain organised records of event suppliers, quotations, contracts, guest information, schedules, budgets, photographs, reports, and other event documentation.
Maintain professional relationships with venues, suppliers, event partners, sponsors, and other stakeholders.
Support multiple events simultaneously and ensure deadlines and operational requirements are consistently met.
Follow company policies, event procedures, health and safety requirements, and applicable venue regulations.
Maintain confidentiality when handling guest information, commercial agreements, budgets, VIP details, and other sensitive event information.
Support other marketing, hospitality, corporate communications, or special projects as required.
Requirements
Diploma or bachelor’s degree in Event Management, Hospitality Management, Marketing, Communications, Business Administration, Public Relations, or a related field.
Previous experience in event coordination, event management, hospitality, marketing, public relations, conference management, or a related role is preferred.
Strong organisational and project-coordination skills with excellent attention to detail.
Experience coordinating vendors, venues, suppliers, event logistics, schedules, and on-site operations.
Strong communication and interpersonal skills with the ability to work effectively with clients, suppliers, guests, and internal teams.
Strong negotiation and problem-solving skills with the ability to handle unexpected event-day challenges.
Good understanding of event planning processes, venue operations, guest management, and event production.
Proficiency in Microsoft Office, including Excel, Word, PowerPoint, and Outlook.
Familiarity with event management platforms, registration systems, project management tools, or CRM systems is an advantage.
Strong ability to manage multiple projects, deadlines, budgets, and priorities simultaneously.
Professional presentation and confident communication when interacting with clients, VIP guests, speakers, and external partners.
Creative mindset with the ability to contribute ideas for event themes, experiences, activities, and promotional concepts.
Strong attention to budgets, quotations, invoices, contracts, and operational details.
Ability to work effectively under pressure in a fast-paced and deadline-driven environment.
Willingness to work flexible hours, including evenings, weekends, public holidays, and extended hours during event periods.
Ability to travel to event venues and work on-site as required.
High level of professionalism, reliability, teamwork, and customer-service orientation.

Work arrangement
No