Project Coordinator - Events

Key Responsibilities - Events Coordinator (Admin Focus)Event Planning & SchedulingAssist in defining event objectives, scope, and deliverablesDevelop detailed event schedules and timelinesCoordinate tasks among internal teams, vendors, and external partnersTrack key event milestones and deadlines to ensure smooth executionCommunication & CollaborationAct as a primary point of contact for event-related updates and inquiriesMaintain clear communication between internal teams, stakeholders, and external vendorsOrganize and document meetings, including recording minutes and following up on action itemsEnsure all stakeholders are regularly informed on event progress, changes, and potential risksDocumentation & ReportingMaintain accurate event documentation, including plans, reports, and vendor contractsMonitor event progress and logistical performancePrepare reports and summaries for management and stakeholdersSupport budget tracking, vendor payments, and resource allocationAdministrative & Compliance TasksDraft and send official letters and communications on behalf of the events teamAcquire necessary permits, approvals, and clearances for eventsKey Performance Indicators (KPIs)Timely completion of event planning milestonesAccuracy and completeness of event documentation and logisticsEffective communication and coordination among all stakeholdersQuality and adherence to event deliverables and standardsEfficient handling of administrative and compliance responsibilitiesRequirementsEducation & ExperienceBachelor's degree in Business Administration, Event Management, Hospitality, or a related fieldMinimum 2-4 years of experience in event coordination, administrative support, or project coordinationPrevious experience working with vendors, government entities, or compliance-related documentation is an advantageSkills & CompetenciesStrong organizational and time-management skills with the ability to manage multiple events and deadlines simultaneouslyExcellent written and verbal communication skills, including drafting official correspondence and reportsProven ability to coordinate across multiple stakeholders (internal teams, vendors, authorities, and partners)High attention to detail to ensure accuracy in documentation, contracts, schedules, and reportsStrong problem-solving skills and ability to handle last-minute changes calmly and effectivelyAdministrative & Technical SkillsProficient in Microsoft Office tools (Word, Excel, PowerPoint, Outlook); experience with event management or project tracking tools is a plusExperience in document control, record-keeping, and reportingFamiliarity with budget tracking, invoice processing, and vendor payment follow-upsAbility to organize meetings, prepare agendas, record minutes, and track action itemsCompliance & Professional RequirementsExperience coordinating permits, approvals, and regulatory requirements for eventsUnderstanding of basic contract management and compliance proceduresAbility to handle sensitive information with professionalism and confidentialityWillingness to work extended hours or weekends when required by event schedules#J-18808-Ljbffr