Coordination Officer

Key Responsibilities:

Client & Stakeholder Coordination:

• Act as the main point of contact for clients, suppliers, venue representatives, and partners.
• Coordinate client requirements, updates, and approvals with internal event, design, and operations teams.
• Maintain positive client relationships and ensure all expectations are clearly understood and met.
• Facilitate pre-event briefings and post-event debriefs with clients and internal teams.

Event Planning & Support:

• Assist in planning, organizing, and executing exhibitions, corporate events, conferences, and brand activations.
• Support the preparation of event timelines, vendor lists, and logistics plans.
• Coordinate with production, design, logistics, and creative departments to ensure on-time project completion.
• Oversee on-site event coordination, including client assistance, setup monitoring, and issue resolution.

Vendor & Venue Liaison:

• Manage relationships with venues, decorators, contractors, and service providers.
• Handle venue bookings, permits, and documentation as required.
• Ensure all suppliers meet quality, safety, and delivery standards.
• Negotiate and finalize contracts under supervision of the Event Manager.

Documentation & Reporting:

• Prepare and maintain event documentation, including schedules, contact sheets, and progress reports.
• Ensure post-event reports, client feedback summaries, and closure documentation are completed.
• Maintain accurate records for billing, costing, and vendor performance evaluation.

Required Skills & Competencies:

• Excellent communication and interpersonal skills.
• Strong organizational, time management, and multitasking abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint) and project tracking tools.
• Knowledge of event production, logistics, and exhibition setup processes.
• Ability to work under pressure and handle last-minute challenges professionally.
• Detail-oriented with a proactive and solution-driven approach.
• Comfortable with client interaction and field coordination.

Qualifications:

• Bachelor’s degree
• Minimum 2–3 years of relevant experience in events, exhibitions, or brand activations.

Job Type: Full-time

Work Location: In person