
Event & Logistics Coordinator
5 hours ago
Required Skill Set
1. Organizational & Management Skills
- Strong multitasking and time management abilities
- Ability to coordinate multiple logistics aspects simultaneously
- Problem-solving and quick decision-making skills
2. Communication & Negotiation Skills
- Strong verbal and written communication
- Negotiation skills to finalize venue contracts and vendor agreements
- Ability to liaise with hotels, transport providers, and other stakeholders
3. Financial & Budgeting Skills
- Understanding of cost analysis and budget management
- Ability to compare venue and logistics quotations
- Negotiating best pricing and terms with vendors
4. Technical & IT Proficiency
- Familiarity with event management software
- Proficiency in MS Office (Excel, Word, PowerPoint) and Google Workspace
- Knowledge of AV setup and IT logistics for conferences
5. Attention to Detail & Problem-Solving
- Ability to foresee and mitigate potential logistical issues
- Quick troubleshooting during events
- Ensuring compliance with venue and safety regulations
6. Team Collaboration & Leadership
- Coordinating with internal teams (marketing, sponsorship, speakers)
- Managing vendor relationships and staff for smooth operations
- Working with travel and accommodation teams for attendee logistics
Job Roles & Responsibilities
1. Venue Selection & Coordination
- Research and shortlist potential venues based on requirements
- Conduct site visits and assess venue facilities, seating capacity, and accessibility
- Negotiate contracts, pricing, and additional services with venue representatives
- Ensure compliance with health, safety, and event regulations
2. Logistics Planning & Execution
- Develop and implement logistics plans for events
- Arrange transportation, catering, security, and AV equipment
- Ensure smooth check-in, registration, and seating arrangements
- Coordinate on-site operations and troubleshoot issues during the event
3. Hotel & Accommodation Management
- Identify and finalize hotel partnerships for guest accommodations
- Negotiate room blocks, rates, and additional hotel services
- Coordinate room bookings for speakers, VIPs, and attendees
- Ensure hotel logistics align with event schedules
4. Vendor & Supplier Management
- Communicate with vendors for catering, event setup, and AV support
- Oversee contract negotiations and service agreements
- Ensure timely delivery and setup of materials, furniture, and equipment
5. Budget & Cost Control
- Prepare budget estimates for venue, logistics, and hotel expenses
- Monitor and control expenses to stay within budget
- Manage invoices, payments, and financial reconciliation
6. On-Site Coordination & Troubleshooting
- Oversee on-the-ground event logistics and staff assignments
- Handle last-minute changes and resolve logistical challenges
- Ensure smooth execution of the event from setup to breakdown
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