Job Details
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Job Description
DUTIES AND RESPONSIBLITIES:
- Identify the client’s requirements and expectations for each event.
- Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.
- Manage all event set-up, tear down, and follow-up processes.
- Maintain event budgets.
- Book venues, entertainers, photographers, and schedule speakers.
- Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards.
- Assess an event’s overall success and submit findings.
- Prepare and edit correspondence, communications, presentations and any other required documents
- Handle the office administrative tasks and Maintenance issues
- Build a filing system for all the signed documents with a clear serial number for the documents and reference materials.
- Search for suppliers and negotiate prices with suppliers for cost control
- Create and update all suppliers database regularly
- Collect and analyse data to prepare reports and documents.
- Manage and maintain MD schedules and appointments.
- Arrange travel arrangements for company staff including tickets, hotels, and transports and visa by Identifying appropriate prices according to budget acknowledged by MD
- Upload messages to the system and details on events and handle the data entry of all events/ activities including background and biographies required to uploaded
- Register and reserve events, ensure payments, hotels, visas and papers availability on time.
- Coordinate with all concerned departments concerning payments..etc.
- Support management of freelance designers, photographers and other supporting resources.
- Attend and help in events logistics and preparations when requested.
- Train Ushers and other supporting staff during events and conferences.
Job Requirements
EDUCATION, KNOWLEDGE AND EXPERIENCE:
- At least 3 years’ experience as an event coordinator.
- Well-organized with excellent multi-tasking abilities.
- Outstanding vendor management skills.
- Bachelor’s degree in hospitality management or public relations is preferred.
- Strong communication and interpersonal skills.
