Project Coordinator - Events

Key Responsibilities - Events Coordinator (Admin Focus) Event Planning & Scheduling

• Assist in defining event objectives, scope, and deliverables.
• Develop detailed event schedules and timelines.
• Coordinate tasks among internal teams, vendors, and external partners.
• Track key event milestones and deadlines to ensure smooth execution.

• Act as a primary point of contact for event-related updates and inquiries.
• Maintain clear communication between internal teams, stakeholders, and external vendors.
• Organize and document meetings, including recording minutes and following up on action items.
• Ensure all stakeholders are regularly informed on event progress, changes, and potential risks.

• Maintain accurate event documentation, including plans, reports, and vendor contracts.
• Monitor event progress and logistical performance.
• Prepare reports and summaries for management and stakeholders.
• Support budget tracking, vendor payments, and resource allocation.

• Draft and send official letters and communications on behalf of the events team.
• Acquire necessary permits, approvals, and clearances for events.

• Timely completion of event planning milestones.
• Accuracy and completeness of event documentation and logistics.
• Effective communication and coordination among all stakeholders.
• Quality and adherence to event deliverables and standards.
• Efficient handling of administrative and compliance responsibilities.

• Bachelor's degree in Business Administration, Event Management, Hospitality, or a related field.
• Minimum 2-4 years of experience in event coordination, administrative support, or project coordination.
• Previous experience working with vendors, government entities, or compliance-related documentation is an advantage.

• Strong organizational and time-management skills with the ability to manage multiple events and deadlines simultaneously.
• Excellent written and verbal communication skills
  , including drafting official correspondence and reports.
• Proven ability to coordinate across multiple stakeholders (internal teams, vendors, authorities, and partners).
• High attention to detail to ensure accuracy in documentation, contracts, schedules, and reports.
• Strong problem-solving skills and ability to handle last-minute changes calmly and effectively.

• Proficient in Microsoft Office tools (Word, Excel, PowerPoint, Outlook); experience with event management or project tracking tools is a plus.
• Experience in document control
  , record-keeping, and reporting.
• Familiarity with budget tracking
  , invoice processing, and vendor payment follow-ups.
• Ability to organize meetings, prepare agendas, record minutes, and track action items.

• Experience coordinating permits, approvals, and regulatory requirements for events.
• Understanding of basic contract management and compliance procedures.
• Ability to handle sensitive information with professionalism and confidentiality
  .
• Willingness to work extended hours or weekends when required by event schedules