Project Coordinator - Events

2-4 Years

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Early Applicant

Job Description

Key Responsibilities - Events Coordinator (Admin Focus)

Event Planning & Scheduling

Communication & Collaboration

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

Documentation & Reporting

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

Administrative & Compliance Tasks

Key Performance Indicators (KPIs)

Requirements

Education & Experience

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

Skills & Competencies

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

Administrative & Technical Skills

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

Compliance & Professional Requirements

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