Job Summary
We are looking for a detail-oriented and proactive Event Coordinator to lead all aspects of event execution — from planning and vendor coordination to on-site operations and guest experience. This role is the backbone of event logistics, responsible for ensuring that all elements come together flawlessly. You will manage timelines, liaise with vendors and authorities, secure permits, and oversee the live event experience to exceed expectations for all stakeholders.
Key Responsibilities
- Event Planning & Preparation
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- Coordinate all pre-event logistics, including venue scouting, permits, and regulatory compliance.
- Secure all necessary licenses and permissions from local authorities or venues.
- Develop detailed timelines, event layouts, and contingency plans.
- Collaborate with creative, production, and client teams to align on event goals and execution.
- Vendor & Stakeholder Management
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- Source, negotiate, and manage vendors for catering, production, entertainment, décor, and more.
- Manage contracts, budgets, and service-level agreements with third-party providers.
- Ensure vendors adhere to deadlines, deliverables, and quality standards.
- Serve as the main liaison between vendors, venues, and internal teams pre-event and on-site.
- Guest Experience
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- Design and implement strategies to deliver a seamless, high-quality guest journey.
- Oversee guest-facing zones such as entryways, lounges, seating areas, and VIP spaces.
- Coordinate hospitality elements like F&B service, registration, and accessibility.
- Address guest concerns and deliver real-time solutions with professionalism.
- On-Site Execution & Operations
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- Supervise the full event timeline: setup, live operation, and breakdown.
- Oversee logistics, including signage placement, traffic flow, equipment delivery, and technical setups.
- Monitor safety standards and ensure the venue meets all health, safety, and accessibility requirements.
- Coordinate with AV, lighting, and staging teams to ensure smooth technical performance.
- Team Leadership
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- Lead and brief event teams: volunteers, hospitality crew, vendors, and security.
- Assign responsibilities and foster a collaborative on-site environment.
- Conduct daily operational meetings and post-event debriefs.
- Crisis Management & Continuous Improvement
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- Anticipate and troubleshoot issues quickly, ensuring minimal disruption.
- Manage emergency protocols and liaise with venue staff, medics, or security if needed.
- Evaluate guest flow, queue management, and program transitions for improvement.
- Post-Event
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- Oversee cleanup, vendor wrap-up, and ensure materials are returned or stored properly.
- Collect and analyze feedback from clients, guests, and internal teams.
- Prepare post-event reports including evaluations, learnings, and recommendations.
Skills & Requirements
- 2–5 years of experience in event coordination, production, or operations.
- Proven track record in managing vendors, permits, and venue logistics.
- Strong organizational skills and attention to detail in high-pressure environments.
- Excellent communication and negotiation skills.
- Ability to multitask and problem-solve in fast-paced, live-event settings.
- Flexible schedule, with availability on evenings and weekends.
- Working knowledge of AV/staging/hospitality workflows is a plus.
- Bachelor’s degree in Event Management, Hospitality, Communications, or related field is preferred.
