Event Coordinator

Before Event (Pre-Event):

• Review and assess the type, size, and location of the event to be organized (if applicable).
• Inspect/audit the hall equipment (entire hall) and report to the Operations Manager/Hall Supervisor.
• Obtain clear information regarding the event floor plan from the client, even if the DJ/Emcee has communicated with them.
• Brief the event host regarding SOP compliance set by the government or management (if applicable).
• Draft a plan for the event's needs and understand the format and theme (if applicable).
• List out the requirements for organizing the event (if applicable).
• Plan the logistics, content, and budget for the event (if applicable).
• Prepare financial projections based on the quotations received (if applicable).
• Provide several options to present to the client based on the provided budget (if applicable).
• Inspect the cleanliness of the hall (event space, prayer rooms, toilets, fitting rooms, and holding rooms), ensure audio-visual systems function smoothly, and check technical and hall equipment.
• Ensure SOP systems such as thermometers, MySejahtera QR codes, social distancing markers/stickers, and sanitizers are ready and functional (if applicable).
• Attend a weekly Tuesday meeting with the marketing/sales team and operations team to discuss and finalize the schedule for the week. The meeting covers event dates, hall names, guest counts, menus, event plans, and checklists.
• Coordinate with the Décor team regarding changes to flower colors, walkways, arches, backdrop, and hall decorations.

  During Event (At-Event):

  • Brief all event crew (waiters, DJs/Emcees, in-house staff) on the event details before or during the event.
  • Ensure all crew members are at their assigned locations at the scheduled time.
  • Manage the event according to the plan.
  • Ensure the event runs as per the set schedule.
  • Verify all event requirements are available.
  • Act as the Event Coordinator on the day of the event.
  • Introduce buffet and tea/porridge corner menus to the host or their close relatives.
  • Monitor all crew during the event.
  • Ensure all guests are appropriately attended to.
  • Oversee the smooth execution of the event.
  • Handle issues or challenges that arise, making quick and accurate decisions to ensure the event proceeds.
  • Ensure the catering team arrives on time with complete and sufficient catering equipment and food.
  • Confirm that the waitstaff are sufficient, know their roles and positions, and comply with the SOPs.
  • Continuously monitor and ensure both event crew and guests adhere to SOPs.
  • Verify food availability before the event begins.

    After Event (Post-Event):

    • Prepare an event report or evaluation.
    • Obtain feedback from the client, including written reports and video interviews with the bride and groom for promotional purposes on Facebook/Instagram.
    • Ensure the hall is clean and organized after the event.
    • Confirm there is no damage to the hall caused by clients/guests (e.g., broken vases, damaged equipment, broken chairs). If there is damage, the client’s security deposit should be withheld and informed, and the issue referred to the H.O.D and Accounts Department for a deduction. The penalty payment should be submitted to the Accounts Department.
    • Prepare the financial report for the event, ensuring all documents are complete and properly filed (if applicable).
    • Maintain good relations with the client.

• Minimum of 3 years of experience managing weddings/corporate events.
• Responsible, disciplined, and punctual.
• Able to communicate well and professionally.

• EPF / SOCSO