Events Coordinator

The Event Coordinator is responsible for planning, organizing, and executing events from concept to completion. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Tasks and Responsibilities:

Vendor Registration:

· Facilitate the registration process for new vendors, ensuring all required documents and information are collected and updated in the vendor database.

· Coordinate with the procurement team to verify vendor qualifications and compliance with company policies.

Vendor Portal Update:

· Maintain and update the events portal with accurate and up-to-date information about upcoming events, suppliers, and services offered.

Tender Preparation:

· Prepare tender documents for procurement of event-related services.

· Adhere to tender timelines and guidelines, ensuring all required information is included.

Quotations Preparation:

· Request quotations from various suppliers for event services such as catering, decorations, audio-visual equipment, etc.

· Collect and analyze supplier quotations to identify the most suitable options in terms of quality and cost.

Handling Suppliers:

· Act as the primary point of contact for suppliers, addressing their queries and providing necessary information.

· Negotiate contracts and terms with suppliers to secure favorable deals for event services.

Invoice Preparation:

· Prepare accurate and detailed invoices for clients, itemizing all event-related expenses and services provided.

· Ensure invoices comply with company and client requirements and are delivered in a timely manner.

· Send invoices to clients through appropriate channels, such as email or a secure client portal.

· Confirm receipt of invoices and address any client inquiries related to billing.

Following Up Payment from Clients:

· Monitor payment timelines and follow up with clients to ensure timely payment for event services rendered.

· Address any payment delays or discrepancies and coordinate with the finance team for resolution.

Documentation and Record Keeping:

· Maintain organized records of all event-related documentation, including vendor agreements, invoices, payment receipts, and client communications.

· Ensure all records are up-to-date and easily accessible for reference.

Job Type: Full-time

Work Location: In person