Event Admin & Coordinator

1. Supplier Coordination – Communicate with suppliers for quotations, confirmations, follow-ups, and ensuring they meet agreed timelines.

2. Samples Management – Request, collect, and track samples from suppliers for client approvals.

3. Documentation – Prepare and submit tenders, issue/send quotations, and generate LPOs (Local Purchase Orders).

4. Proposal Support – Assist in preparing, formatting, and sending event proposals.

5. Client Communication – Send updates, clarifications, and required documents to clients as directed by the account manager/project manager.

6. Client Follow-Ups – Track approvals, chase pending feedback, and ensure deliverables are on schedule.

7. Event Preparation – Coordinate paperwork, logistics, schedules, and supplier confirmations ahead of events.

8. On-Site Administration –

• Manage and brief event hosts/hostesses.

• Coordinate with suppliers on-site, ensuring correct installation and timely delivery.

• Manage the client relationship during the event (updates, confirmations, issue resolution).

• Track and manage deliverables against the event plan.

• Handle petty cash logs and immediate admin needs.

9. Post-Event Reporting – Prepare recaps including budgets vs. spend, supplier evaluations, attendance logs, event photos, and key lessons learned.

10. Team Assistance & Filing – Support the event team by handling admin-heavy tasks and maintaining organized records of communications, approvals, invoices, and event documentation.