Event Project Coordinator

SMART CUBE MARKETING SERVICES; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

An Event Management Company in Selangor, Malaysia seeks a professional with 2-3 years of experience in event coordination. The role involves client interaction, event planning, and on-site management. Strong organizational skills and proficiency in Microsoft Office are essential. Candidates should be ready to work flexible hours and be detail-oriented, ensuring successful event execution and client satisfaction. Responsibilities include preparing proposals and managing event logistics, making this a critical role in driving event success.

Qualifications

• Minimum 2-3 years of experience in event coordination or client servicing.
• Hands-on experience in both pre-event planning and on-site execution.
• Willing to work flexible hours including evenings and weekends.

Responsibilities

• Act as main point of contact for clients ensuring clear communication.
• Coordinate with suppliers and vendors for event essentials.
• Oversee event setup and monitor activities for smooth execution.
• Prepare event proposals, quotations, and post-event reports.

Skills

Strong communication and interpersonal skills

Excellent organizational and multitasking skills

Proficient in Microsoft Office

Detail-oriented with strong documentation skills

Sales-oriented with customer-first mindset

Problem-solving abilities

Education

Diploma or Bachelor's Degree in Event Management or related field

Job description

Education: Diploma or Bachelor's Degree in Event Management, Marketing, Business Administration, Hospitality, or a related field.

Experience: Minimum 2–3 years of relevant experience in event coordination, sales support, or client servicing, preferably in an events or marketing agency.

Hands‑on experience in both pre‑event planning and on‑site event execution is highly preferred.

Strong communication and interpersonal skills

Excellent organizational and multitasking skills to manage multiple projects, timelines, and stakeholders.

Proficient in Microsoft Office (Excel, Word, PowerPoint)

Detail‑oriented with strong skills in documentation, proposals, and post‑event reporting.

Sales‑oriented with a customer‑first mindset and the ability to propose tailored event solutions.

Capable of working under pressure, especially during live events, with effective problem‑solving abilities.

Personal Attributes

Professional, positive, and client‑focused attitude.

Creative, resourceful, and adaptable to changing event requirements.

Self‑motivated and able to work both independently and collaboratively within a team.

Willing to work flexible hours, including evenings, weekends, and travel for on‑site event support.

Responsibilities

Client Coordination and Support

Act as the main point of contact for clients after sales are confirmed, ensuring clear communication of client requirements.

Gather and document all event details, including client preferences, client objectives and requirement, client budget, event flow, and special requests.

Maintain continuous communication with clients before, during, and after the event to ensure satisfaction.

Event Planning and Coordination

Coordinate with the team to understand client objectives and event expectations.

Create detailed event plans, including schedules, activity sequences, and staffing requirements.

Liaise with internal teams to ensure all elements of the event are prepared.

Coordinate with suppliers, vendors, and third‑party service providers for event essentials.

On‑Site Event Management

Oversee event setup, ensuring that all elements are in place and functioning correctly.

Act as the on‑site point of contact for clients, addressing any last‑minute requests or concerns.

Monitor event activities to ensure smooth execution and a positive guest experience.

Troubleshoot any issues that arise during the event, ensuring minimal disruption.

Administrative and Documentation

Prepare event proposals, quotations, and relevant document in coordination with the internal team.

Maintain detailed records of client interactions, event details, and feedback for future reference.

Prepare post‑event reports, including feedback summaries, client satisfaction, and areas for improvement.

Manage event expenses and submit cost reports for approval.

Customer Relationship Management (CRM)

Follow up with clients after events to gather feedback and identify opportunities for repeat business.

Maintain a positive and professional relationship with all clients, ensuring customer retention.

Proactively recommend upgrades, add-ons, and new event concepts to clients.