1. Pre-Event Logistics & Coordination
- Source and liaise with venues, hotels, and vendors (AV, transport, photography, dinner venues), including rate negotiation and booking arrangements
- Coordinate event communications and materials such as Save-the-Date, invitations, visa letters, program booklets, and briefing documents
- Manage event registration, track confirmations, and liaise with regional stakeholders on attendee details
- Prepare and arrange welcome packs (badges, certificates, agendas, evaluation forms, etc.) and ensure all materials are printed, packed, and ready
- Coordinate accommodation, airport transfers, room setup, and meal arrangements with hotels and vendors
- Organize internal calls, follow up on deliverables, and ensure timelines are met
- Prepare presentation slides (panel/interval) and support general event documentation
- For specialized workshops, assist with lab bookings and coordination of equipment/instruments, including shipment
2. On-Site Event Support
- Conduct daily pre-event checks to ensure venue readiness (AV, seating, registration setup)
- Manage on-site registration and attendance tracking
- Oversee logistics execution including transport, accommodation, and meal arrangements
- Support course evaluations (digital or printed) and ensure smooth overall event operations
3. Post-Event & Reporting
- Compile and update attendance records and evaluation results in relevant systems
- Support preparation of post-event reports, including cost breakdowns and charge-outs
- Coordinate with internal teams and vendors on invoicing and expense tracking
- Ensure accurate data entry and documentation for claims and records
4. Equipment & Inventory Management
- Support sourcing, tracking, and maintenance of event-related equipment/instruments
- Arrange replenishment, shipping, and approvals for required items
Additional Information
- 1 year contract (Renewable)
- Working hours: Monday to Friday, 8.30am to 5.30pm
- May require weekend or after-hours support depending on event schedules
- Occasional travel may be required for event support
Qualifications:
- Diploma or Bachelor's degree in Hospitality, Event Management, Business Administration, or related fields
- Strong attention to detail and accuracy
- Ability to work independently as well as in a team
- Experience in corporate events, training programs, or conferences
- Experience handling multi-stakeholder events, preferably involving vendors, participants, and internal teams
- Exposure to managing regional events would be advantageous
Teng Jun Yong
EA Licence Number: 91C2918
Personnel Registration Number: R2093855
