Event Coordinator

Before the Event (Pre-Event)

• Assess the type, size, and location of the event to be organized (if applicable).
• Inspect/audit the venue's equipment (overall venue) and report to the Operations Manager/Venue Supervisor.
• Obtain clear information regarding the event layout from the client (even if the DJ/Emcee has communicated with the client).
• Brief the “host” of the event about compliance with the S.O.P set by the government or management (if any).
• Create a draft plan for the event's requirements and understand the format and theme (if applicable).
• List the necessities for the event organization (if any).
• Plan logistics, content, and budget for the event (if applicable).
• Provide a financial projection based on received quotations (if applicable).
• Prepare several options to present to the client based on the provided budget (if applicable).
• Check the venue for cleanliness (event area/prayer room/toilet/fitting room/holding room), the smooth operation of the audio-visual system, technical requirements, and venue equipment.
• Ensure the S.O.P systems are applicable for the upcoming event, especially thermometer, barcode (My Sejahtera), social distancing markers/stickers, and sanitizer (if applicable).
• Attend weekly meetings every Tuesday with the marketing/sales team and the operations team to discuss and identify the details of the upcoming events for that week, including the event date, venue name, number of guests, food menu, event planning, and key checklists.
• Liaise with the Décor team if there are changes in the color of the bridal flowers/walkway/arch and backdrop as well as the venue decorations.

During the Event (At-Event)

• Brief all event crew (waitstaff, DJ/Emcee, in-house staff) involved about the event details (before or during the event).
• Ensure all crew members are in their designated locations at the set time.
• Manage the event according to the planned schedule.
• Ensure the event proceeds as per the established program.
• Ensure all event requirements are met.
• Act as the Event Coordinator on the event day.
• “Introduce” the menu items at the buffet and tea/congee corner to the host or closest relatives.
• Monitor all crew members.
• Ensure all guests receive appropriate service.
• Ensure the event runs smoothly.
• Manage constraints/problems or challenges that arise by making decisions to continue the event.
• Ensure the catering team arrives on time with complete food and adequate catering supplies.
• Ensure there are enough waitstaff who know their roles and comply with the S.O.P.
• Continuously monitor and ensure that event crew and guests adhere to the S.O.P.
• Ensure food is sufficient before the event begins.

• Own vehicle
• Experience in weddings or events/VVIP
• Highly motivated
• Hardworking, punctual, and maintains cleanliness
• Able to work under minimal supervision
• Tolerant
• Able to work in a team

• EPF
• SOCSO
• EIS
• ANNUAL BONUS
• INCREMENT BASED ON PERFORMANCE