Event Coordinator

Trinity Outsourcing Solutions; Philippines; Hybrid; PHP 350,000 - 550,000; Full time

Job summary

Trinity Outsourcing Solutions is seeking an Event Coordinator based in the BGC area for a hybrid role. You will drive operational excellence for executive roundtables, masterclasses, and summits, coordinating logistics, vendors, and on-site activities across APAC, ANZ, and Europe.

You will manage budgets, source venues, maintain vendor records, and partner with global teams to ensure flawless execution and continuous improvement in event quality.

Qualifications

• Experience in event coordination, administrative planning, or vendor logistics.
• Meticulous approach to tracking expenses, managing contracts, and meeting tight timelines.
• Strong interpersonal skills to collaborate across multicultural, international teams.
• Highly self-disciplined and adaptable in a hybrid (remote/in-office) environment.
• Proficient in invoice processing, expense tracking, and database management.

Responsibilities

• Manage end-to-end logistics, timelines, checklists, and event documentation.
• Coordinate day-of operations, onsite setup, registration, and vendor arrivals.
• Lead post-event debriefs, compiling attendee feedback and performance reports.
• Research and source venues and vendors aligned with event briefs; solicit quotes and maintain databases.
• Archive vendor performance records and manage vendor contracts, receipts, and invoices.
• Track event expenses (F&B, AV, printing, gifts) in budget trackers and reconcile with final invoices.

Skills

Event coordination

Administrative planning

Vendor logistics

Detail focus

Communication

Hybrid work

Invoice processing

Expense tracking

Database management

Job description

Role Overview

The Event Coordinator serves as the operational engine behind world-class corporate events - including executive roundtables, masterclasses, and summits. Based in BGC, this hybrid role focuses on strategic logistical research, vendor partnerships, and precise administrative execution. Working alongside global teams across APAC, ANZ, and Europe, you will ensure flawless operational quality while gaining exposure to international event execution and select travel opportunities.

Key Responsibilities

Event Execution & Logistics

• Manage end-to-end logistics, timelines, checklists, and event documentation.

• Coordinate day-of operations, including onsite setup, registration, and vendor arrivals.

• Lead post-event debriefs, compiling attendee feedback and performance reports.

Vendor & Venue Management

• Research and source high-quality venues and vendors aligned with event briefs.

• Solicit quotes, maintain vendor databases, and archive performance records.

• Manage administrative paperwork, including vendor contracts, receipts, and invoices.

Budget & Financial Tracking

• Track and record event expenses (F&B, AV, printing, gifts) in budget trackers.

• Reconcile vendor quotes with final invoices and coordinate payments with Finance.

Quality Control & Innovation

• Enforce Ortus brand standards and quality benchmarks across all execution touchpoints.

• Monitor industry trends and proactively suggest process upgrades or vendor options.

Qualifications

• Experience: Background in event coordination, administrative planning, or vendor logistics.

• Detail Focus: Meticulous approach to tracking expenses, managing contracts, and following tight timelines.

• Communication: Strong interpersonal skills to collaborate effectively across multicultural, international teams.

• Workstyle: Highly self-disciplined and adaptable in a hybrid (remote/in-office) environment.

• Admin Skills: Proficient in invoice processing, expense tracking, and database management.