Event Coordinator

LUMA EVENTS SDN BHD; Kuala Lumpur; On-site; MYR 39,000 - 61,000; Full time

Job summary

Luma Event Sdn Bhd is seeking an organized and energetic Event Coordinator to support planning, coordination, and execution of corporate events, activations, exhibitions, launches, and more. You will work with clients, vendors, crews, designers, and internal teams to ensure events are well-planned, delivered on time and within budget.

This role suits someone who thrives in a fast-paced environment, can juggle multiple tasks, and has a keen interest in event management and production.

Qualifications

• Diploma/Degree in Event Management, Marketing, Mass Communication, Hospitality, Business Administration, or related field.
• 1–3 years of experience in event management, event coordination, marketing, or related industry preferred.
• Fresh graduates with strong organisational and communication skills welcome to apply.
• Strong communication and interpersonal skills.
• Good organisational and time-management skills.
• Able to multitask and work under pressure.
• Willing to travel for events and work outside normal office hours when required.

Responsibilities

• Assist in planning and coordinating events from concept to completion.
• Understand client requirements, event objectives, schedules, and budgets.
• Prepare event timelines, checklists, schedules, and operational plans.
• Coordinate venue arrangements, equipment, manpower, logistics, and event setup.
• Assist in preparing proposals, quotations, event decks, floor plans, and production documents.
• Ensure all event requirements are prepared and delivered according to schedule.
• Coordinate on-site event setup, rehearsals, registration, event activities, and dismantling.
• Liaise with vendors, suppliers, venue management, crew, entertainers, and other third parties.
• Monitor event setup and ensure everything is ready before the event starts.
• Handle last-minute changes and operational issues during events.
• Ensure events run smoothly according to the approved programme and timeline.
• Be available to work on-site during events, including weekends or public holidays when required.
• Communicate professionally with clients and understand their event requirements.
• Coordinate with suppliers and negotiate or obtain quotations when required.
• Follow up with vendors to ensure timely delivery of goods and services.
• Maintain good working relationships with clients, suppliers, venues, and event partners.
• Provide regular updates to clients and internal management.
• Maintain event documents, schedules, quotations, purchase orders, and supplier information.
• Assist with event budget tracking and expense documentation.
• Prepare post-event reports and gather feedback when required.
• Review event execution and identify areas for improvement.
• Support other projects and events assigned by management.

Skills

Strong communication

Multitasking

Time management

Organisational skills

Attention to detail

Education

Diploma/Degree in Event Management, Marketing, Mass Communication, Hospitality, Business Admin

Tools

Microsoft Office

Google Workspace

Job description

Luma Event Sdn Bhd is looking for a highly organised, energetic, and responsible Event Coordinator to support the planning, coordination, and execution of corporate events, brand activations, exhibitions, launches, roadshows, private functions, and other events.

The successful candidate will work closely with clients, vendors, event crews, designers, suppliers, and internal teams to ensure every event is well-planned, delivered smoothly, and completed according to the client's requirements, timeline, and budget.

This role is ideal for someone who enjoys a fast-paced environment, is comfortable handling multiple tasks at once, and has a strong interest in event management and production.

Key Responsibilities

Event Planning & Coordination

Assist in planning and coordinating events from concept to completion.

Understand client requirements, event objectives, schedules, and budgets.

Prepare event timelines, checklists, schedules, and operational plans.

Coordinate venue arrangements, equipment, manpower, logistics, and event setup.

Assist in preparing proposals, quotations, event decks, floor plans, and production documents.

Ensure all event requirements are prepared and delivered according to schedule.

Event Execution

Coordinate on-site event setup, rehearsals, registration, event activities, and dismantling.

Liaise with vendors, suppliers, venue management, crew, entertainers, and other third parties.

Monitor event setup and ensure everything is ready before the event starts.

Handle last-minute changes and operational issues during events.

Ensure events run smoothly according to the approved programme and timeline.

Be available to work on-site during events, including weekends or public holidays when required.

Communicate professionally with clients and understand their event requirements.

Coordinate with suppliers and negotiate or obtain quotations when required.

Follow up with vendors to ensure timely delivery of goods and services.

Maintain good working relationships with clients, suppliers, venues, and event partners.

Provide regular updates to clients and internal management.

Administrative & Post-Event

Maintain event documents, schedules, quotations, purchase orders, and supplier information.

Assist with event budget tracking and expense documentation.

Prepare post-event reports and gather feedback when required.

Review event execution and identify areas for improvement.

Support other projects and events assigned by management.

Requirements

Diploma/Degree in Event Management, Marketing, Mass Communication, Hospitality, Business Administration, or a related field.

1–3 years of experience in event management, event coordination, marketing, or a related industry is preferred.

Fresh graduates with strong organisational and communication skills are welcome to apply.

Strong communication and interpersonal skills.

Good organisational and time-management skills.

Able to multitask and work under pressure.

Strong attention to detail and problem-solving ability.

Comfortable communicating with clients, suppliers, and event crews.

Willing to travel for events and work outside normal office hours when required.

Proficient in Microsoft Office / Google Workspace.

Bahasa Malaysia and English required; additional languages are an advantage.

Possess a valid driving licence and own transport is an advantage.

Personal Attributes

We are looking for someone who is:

Responsible and reliable

Energetic and proactive

Organised and detail-oriented

Confident in communicating with people

Calm under pressure

Team-oriented

Willing to learn and take initiative

Comfortable working in a fast-paced event environment.

Key Performance Areas (KPIs)

Successful and timely execution of assigned events.

Client satisfaction and quality of event delivery.

Effective coordination with vendors and event crews.

Adherence to event timelines and budgets.

Accuracy of event documentation and planning.

Ability to resolve on-site issues efficiently.

Teamwork and communication effectiveness.