Event & Logistics Coordinator

Required Skill Set

1. Organizational & Management Skills

• Strong multitasking and time management abilities
• Ability to coordinate multiple logistics aspects simultaneously
• Problem-solving and quick decision-making skills

2. Communication & Negotiation Skills

• Strong verbal and written communication
• Negotiation skills to finalize venue contracts and vendor agreements
• Ability to liaise with hotels, transport providers, and other stakeholders

3. Financial & Budgeting Skills

• Understanding of cost analysis and budget management
• Ability to compare venue and logistics quotations
• Negotiating best pricing and terms with vendors

4. Technical & IT Proficiency

• Familiarity with event management software
• Proficiency in MS Office (Excel, Word, PowerPoint) and Google Workspace
• Knowledge of AV setup and IT logistics for conferences

5. Attention to Detail & Problem-Solving

• Ability to foresee and mitigate potential logistical issues
• Quick troubleshooting during events
• Ensuring compliance with venue and safety regulations

6. Team Collaboration & Leadership

• Coordinating with internal teams (marketing, sponsorship, speakers)
• Managing vendor relationships and staff for smooth operations
• Working with travel and accommodation teams for attendee logistics

Job Roles & Responsibilities

1. Venue Selection & Coordination

• Research and shortlist potential venues based on requirements
• Conduct site visits and assess venue facilities, seating capacity, and accessibility
• Negotiate contracts, pricing, and additional services with venue representatives
• Ensure compliance with health, safety, and event regulations

2. Logistics Planning & Execution

• Develop and implement logistics plans for events
• Arrange transportation, catering, security, and AV equipment
• Ensure smooth check-in, registration, and seating arrangements
• Coordinate on-site operations and troubleshoot issues during the event

3. Hotel & Accommodation Management

• Identify and finalize hotel partnerships for guest accommodations
• Negotiate room blocks, rates, and additional hotel services
• Coordinate room bookings for speakers, VIPs, and attendees
• Ensure hotel logistics align with event schedules

4. Vendor & Supplier Management

• Communicate with vendors for catering, event setup, and AV support
• Oversee contract negotiations and service agreements
• Ensure timely delivery and setup of materials, furniture, and equipment

5. Budget & Cost Control

• Prepare budget estimates for venue, logistics, and hotel expenses
• Monitor and control expenses to stay within budget
• Manage invoices, payments, and financial reconciliation

6. On-Site Coordination & Troubleshooting

• Oversee on-the-ground event logistics and staff assignments
• Handle last-minute changes and resolve logistical challenges
• Ensure smooth execution of the event from setup to breakdown