You will be part of the team to plan and provide Hospitality Services for visitors to events organised by Experia Events Pte Ltd. Scope of work will include but not limited to the following:
- Support the Manager in the day-to-day coordination of hospitality arrangements for hosted VIPs and dignitaries, covering air travel, ground transportation, and hotel accommodation.
- Liaise with local and foreign government bodies (e.g. ministries, statutory boards, embassies) and commercial vendors on day-to-day operational matters to ensure hosted guests have a positive experience.
- Maintain regular communication with service providers and partners, building good working relationships to support smooth service delivery.
- Support the administration of contracts with official hospitality vendors (e.g. travel agents, hotels, CMCs), including processing of purchase orders, invoices, and vendor documentation.
- Assist in resolving hospitality-related issues on the ground, escalating complex or sensitive matters to the Manager where needed.
- Maintain accurate and up-to-date records and trackers for delegate itineraries, accommodation bookings and transport schedules.
- Support process reviews and help document standard operating procedures (SOPs) for hospitality operations.
- Help train, brief, and supervise interns/temp staff deployed to support hospitality operations at key events, under the Manager's direction.
- Support administration and finance processes for event hospitality provisions, including budget tracking and expense reconciliation.
- Support the day-to-day operations of Experia Hospitality Services, including maintaining administrative records for partners and customers.
Requirements
- Degree or Diploma holder. Applicants with experience in related field may have an advantage in their application
- Strong organizational skills with the ability to multitask and prioritize effectively, especially under time pressure
- A proactive and flexible attitude, with a willingness to take on new challenges and learn on the job
- Proficient in MS Office, particularly in MS Excel and MS Powerpoint
- Write and converse well in English. Able to communicate comfortably with foreigners
- Willingness to work long hours a few weeks prior to events
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