Events & Vendor Management Senior Executive/Executive

Job Summary The Events & Vendor Management Senior Executive / Executive is responsible for managing end-to-end event planning, execution, and post-event review, while supporting business growth through strong client, vendor, and stakeholder management. This role combines commercial awareness, operational delivery, administrative governance, vendor financial coordination, and service excellence, requiring a professional who can operate independently and manage multiple workstreams effectively. Key Responsibilities Business Development &Growth • Identify and support new business opportunities aligned with organizational growth strategies • Contribute to proposal development, pitching, and commercial discussions • Identify cross-selling and up-selling opportunities across internal business units • Support the sourcing and evaluation of potential vendors and partners to strengthen service capabilities • Represent the organisation at relevant industry or networking events when required Client & Account Management • Serve as the primary point of contact for assigned clients, ensuring consistent and professional service • Manage pre-sales and post-sales processes including proposals, contracts, quotations, and invoicing in accordance with company SOPs • Define and manage project scope, timelines, budgets, and operational strategies • Ensure client requirements are clearly communicated and executed across internal teams and vendors Event Planning &Execution • Lead end-to-end event delivery, including planning, logistics coordination, transport scheduling, and manpower deployment • Oversee pre-event preparation, on-site operations, and post-event wrap-up • Supervise on-site staff and vendors to ensure smooth event flow and prompt issue resolution • Conduct post-event reviews (AARs) and recommend operational improvements Vendor & Stakeholder Management • Manage and coordinate vendors, service partners, and internal stakeholders to ensure alignment and service quality • Source, assess, and recommend new or alternative vendors based on operational needs, performance, and cost effectiveness • Track vendor deliverables and follow up on outstanding actions • Monitor vendor performance and support continuous improvement of vendor partnerships Vendor Invoicing, Finance& Payment Monitoring • Prepare and verify vendor invoices, ensuring accuracy, completeness, and alignment with agreed terms and services delivered • Coordinate with vendors and internal finance teams to resolve invoice discrepancies in a timely manner • Monitor the status of vendor payments and follow up on outstanding payments as required • Support basic cost control and reconciliation activities to ensure financial accuracy for events • Maintain proper documentation to support audit, finance, and compliance requirements Administrative &Governance Duties • Maintain accurate event documentation, including project plans, schedules, approvals, and operational records • Manage procurement and purchasing processes in accordance with internal SOPs • Track budgets, costs, and approvals to support responsible financial governance • Ensure timely submission of post-event reports, AARs, and management updates • Support audit, safety, governance, and reporting requirements • Maintain accurate data for management reporting and performance tracking Mailbox & Enquiry Management • Manage shared events and vendor management mailboxes, ensuring timely, accurate, and professional responses • Act as the first point of contact for client, vendor, and internal enquiries related to events and operations • Assess enquiry priorities and coordinate with internal teams to provide clear responses or follow-up actions • Track and follow up on open enquiries to resolution • Maintain enquiry records to support service quality monitoring and handovers Requirements • Diploma or Degree in Events Management, Business Administration, Logistics, or a related discipline (preferred) • Experience in event coordination, event management, operations, or vendor management • Strong communication, coordination, and stakeholder management skills • Comfortable handling administrative, financial, and operational responsibilities • Ability to work under pressure in fast-paced environments • Proficient in Microsoft Office (Excel, Word, PowerPoint) • Willingness to work flexible hours including weekends and public holidays • Possession of a valid Class 4 Driving License and BDVL with clean record (added advantage) …