Project Coordinator - Event

Job description / Role

Description

Key responsibilities – events coordinator (admin focus)

Event planning & scheduling

Assist in defining event objectives, scope, and deliverables.
Develop detailed event schedules and timelines.
Coordinate tasks among internal teams, vendors, and external partners.
Track key event milestones and deadlines to ensure smooth execution.

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

Draft and send official letters and communications on behalf of the events team.
Acquire necessary permits, approvals, and clearances for events.

Key performance indicators (KPIs)

• Timely completion of event planning milestones.
• Accuracy and completeness of event documentation and logistics.
• Effective communication and coordination among all stakeholders.
• Quality and adherence to event deliverables and standards.
• Efficient handling of administrative and compliance responsibilities.

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.