Event Planning Coordinator

Coordinating events is a complex process that involves multiple stakeholders, including clients, internal departments, and external suppliers.

We are seeking an experienced Event Planning Specialist to join our team. This role will be responsible for managing all aspects of events from initial concept to after-event follow-up.

Key Responsibilities:

• Manage the coordination of all internal and external events, ensuring seamless execution and timely completion.
• Liaise with clients to establish their needs and expectations for the event, providing expert advice and guidance where necessary.
• Advise and direct clients on event pricing and information, ensuring transparency and clarity throughout the process.
• Manage all aspects of invoicing and payments for events, maintaining accurate records and ensuring timely settlement.
• Maintain accurate data in the events systems and databases, ensuring up-to-date information is always available.
• Attend client events as necessary, meeting with clients and overseeing the event to ensure its successful execution.
• Coordinate and attend showcase events, hosting prospective clients for famils and site visits to promote our products and services.
• Identify and contribute to sales and marketing opportunities, conducting market research and analyzing results to inform business decisions.
• Liaise with internal departments to successfully facilitate and coordinate all elements of an event, ensuring smooth communication and collaboration.
• Maintain, update, and distribute event information (BEOs), ensuring accurate and timely dissemination to all relevant stakeholders.
• Coordinate and facilitate weekly BEO meetings, promoting open communication and collaboration among team members.
• Liaise with suppliers, including theming and staging, audiovisual, and entertainment providers, to ensure high-quality products and services are delivered.
• Upsell event components, identifying opportunities to increase revenue and enhance the overall event experience.
• Liaise with a range of suppliers to source safety equipment and event requirements, ensuring compliance with industry standards and regulations.

Requirements:

• A minimum of 2 years' proven experience in a similar, high-volume conference or events environment.
• A strong understanding of the event process from sales through to operations, with expertise in event management software and tools.
• The ability to coordinate large-scale complex events, with excellent problem-solving skills and adaptability under pressure.
• Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders at all levels.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and manage competing deadlines.
• Positive energy and a proactive approach, with a commitment to delivering high-quality results and exceeding client expectations.
• Strong administration skills, with proficiency in Microsoft Office and other productivity tools.
• The ability to work under pressure and adapt to changing circumstances, with flexibility to work weekends and non-standard hours during peak periods.
• Ability to attend events outside standard operating hours, with a willingness to go above and beyond to deliver exceptional results.

Working with Us:

As an Event Planning Specialist, you will have the opportunity to work with a talented team of professionals who share your passion for delivering exceptional events. You will be part of a dynamic and fast-paced environment, with access to ongoing training and development opportunities to help you grow and succeed in your career.