Events Coordinator

1. Pre-Event Logistics & Coordination Source and liaise with venues, hotels, and vendors (AV, transport, photography, dinner venues), including rate negotiation and booking arrangements Coordinate event communications and materials such as Save-the-Date, invitations, visa letters, program booklets, and briefing documents Manage event registration, track confirmations, and liaise with regional stakeholders on attendee details Prepare and arrange welcome packs (badges, certificates, agendas, evaluation forms, etc.) and ensure all materials are printed, packed, and ready Coordinate accommodation, airport transfers, room setup, and meal arrangements with hotels and vendors Organize internal calls, follow up on deliverables, and ensure timelines are met Prepare presentation slides (panel/interval) and support general event documentation For specialized workshops, assist with lab bookings and coordination of equipment/instruments, including shipment 2. On-Site Event Support Conduct daily pre-event checks to ensure venue readiness (AV, seating, registration setup) Manage on-site registration and attendance tracking Oversee logistics execution including transport, accommodation, and meal arrangements Support course evaluations (digital or printed) and ensure smooth overall event operations 3. Post-Event & Reporting Compile and update attendance records and evaluation results in relevant systems Support preparation of post-event reports, including cost breakdowns and charge-outs Coordinate with internal teams and vendors on invoicing and expense tracking Ensure accurate data entry and documentation for claims and records 4. Equipment & Inventory Management Support sourcing, tracking, and maintenance of event-related equipment/instruments Arrange replenishment, shipping, and approvals for required items Additional Information 1 year contract (Renewable) Working hours: Monday to Friday, 8.30am to 5.30pm May require weekend or after-hours support depending on event schedules Occasional travel may be required for event support Qualifications: Diploma or Bachelor’s degree in Hospitality, Event Management, Business Administration, or related fields Strong attention to detail and accuracy Ability to work independently as well as in a team Experience in corporate events, training programs, or conferences Experience handling multi-stakeholder events, preferably involving vendors, participants, and internal teams Exposure to managing regional events would be advantageous Teng Jun Yong EA Licence Number: 91C2918 Personnel Registration Number: R2093855