Job Description: Event Coordinator

Job Title: Event Coordinator
Department: Events / Operations
Location: Singapore
Reports To: Operations Manager / Project Manager

Role Summary

We are looking for an organized and proactive Event Coordinator to manage the planning and coordination of events from confirmation to execution. This role involves liaising with clients, coordinating timelines, managing event requirements, and ensuring all operational details are aligned for a smooth delivery.

The ideal candidate is detail-oriented, calm under pressure, client-friendly, and able to keep multiple moving parts under control in a fast-paced events environment.

Key Responsibilities

Event Planning & Coordination

• Coordinate event requirements from booking confirmation through project completion
• Prepare event schedules, setup timelines, rundown details, and coordination notes
• Ensure all client requirements, venue details, and operational needs are captured accurately
• Track deadlines, setup schedules, rehearsal timings, show flow, and teardown arrangements

Client & Venue Liaison

• Act as a key coordination point between the client and internal team
• Communicate with clients, venues, and partners to confirm event requirements and logistics
• Clarify event objectives, technical needs, floor plans, timing, and access arrangements
• Ensure important updates are communicated clearly and promptly to the operations team

Internal Coordination

• Work closely with sales, operations, warehouse, and site crew to ensure smooth event execution
• Help prepare job briefs and ensure project information is complete before deployment
• Coordinate with crew and suppliers on schedules, responsibilities, and event requirements
• Escalate changes, risks, or missing details before they affect execution

On-Site Event Support

• Support event setup, live execution, and teardown where required
• Ensure timelines are followed and coordination runs smoothly on-site
• Assist with cue management, client requests, and real-time issue coordination
• Maintain professionalism and composure in high-pressure live event situations

Administrative & Reporting Duties

• Maintain accurate event records, schedules, and coordination notes
• Update internal systems, trackers, and project documents
• Assist in post-event follow-up, lessons learned, and reporting where required
• Support the continuous improvement of coordination workflows and event SOPs

Requirements

• Prior experience in event coordination, project coordination, operations, or related fields preferred
• Strong organizational and time management skills
• Good communication and interpersonal skills
• Able to manage multiple projects and deadlines at once
• Calm under pressure and able to adapt quickly to changes
• Detail-oriented with strong follow-through
• Comfortable working irregular hours, weekends, and public holidays when required by event schedules
• Proficient in spreadsheets, messaging tools, and administrative systems

Preferred Experience

• Experience in events, AV, exhibitions, corporate functions, or production environments
• Familiarity with event run sheets, floor plans, call times, and show coordination
• Experience working with clients, venues, suppliers, and operations teams
• Basic understanding of AV and event production workflow is an advantage

What Success Looks Like

• Events are well-coordinated with clear timelines and complete information
• Clients feel supported and informed throughout the project
• Internal teams receive accurate and timely briefings
• Problems are identified early and resolved before they become site issues
• Event days run more smoothly with fewer missed details and surprises

Personal Traits We Value

• Organized
• Proactive
• Calm under pressure
• Detail-oriented
• Client-friendly
• Reliable
• Responsive
• Strong follow-through

Employment Type

• Full-time