Events & Client Services Coordinator

ECLARO; Quezon City; Hybrid; PHP 334,800 - 580,320; Full time

Job summary

ECLARO is seeking an Events & Client Services Coordinator to lead end-to-end planning, coordination, and execution of corporate events, employee engagement programs, and client hospitality initiatives. You will partner with the Events & Client Services Manager, oversee vendors and logistics, manage budgets, and prepare executive presentations.

The role requires strong organization, initiative, and cross-functional collaboration across executives, clients, and teams.

Qualifications

• Minimum of three (3) years of progressive experience in corporate events, employee engagement, client services, hospitality, or related functions.
• Proven ability to independently manage projects from planning through execution.
• Experience coordinating with multiple stakeholders and vendors in a corporate environment.

Responsibilities

• Plan and execute company events, employee engagement activities, leadership meetings, client events, CSR initiatives, and other projects.
• Develop project plans, timelines, checklists, and contingency plans.
• Coordinate venue, transportation, accommodations, catering, AV, registrations, and materials.
• Monitor progress, manage timelines, and ensure delivery of projects.
• Prepare post-event evaluations and improvements.

Skills

Event Planning

Project Management

Vendor Management

Client Hospitality

Communication

Education

Marketing

Hospitality Management

Tourism Management

Business Administration

Communications

Event Management

Tools

Microsoft Office

Microsoft Teams

Outlook

Budget monitoring

Project coordination tools

Job description

Role: Events & Client Services Coordinator Position Summary The Events & Client Services Coordinator is responsible for the end-to-end planning, coordination, and execution of corporate events, employee engagement programs, client hospitality initiatives, and departmental projects. As the primary operational partner to the Events & Client Services Manager, the Coordinator independently manages assigned projects, coordinates cross-functional stakeholders, oversees vendors and logistics, and ensures the successful delivery of departmental initiatives. The role supports operational planning, budget monitoring, reporting, executive presentations, and continuous process improvement. The Coordinator is expected to exercise sound judgment, demonstrate initiative, and professionally represent the Events & Client Services function in meetings, project discussions, and cross-functional engagements. The ideal candidate has experience managing corporate events, employee engagement programs, executive hospitality, and client visits within a corporate environment. They are highly organized, proactive, customer-focused, and capable of managing multiple projects simultaneously with minimal supervision. Excellent verbal, interpersonal, and face-to-face communication skills are essential, as the role requires frequent interaction with executives, clients, vendors, employees, and cross-functional stakeholders. They possess strong presentation skills, work effectively with cross-functional teams, and demonstrate professionalism when interacting with executives, clients, and external partners. This role serves as the primary operational partner of the Events & Client Services Manager and requires an individual who can take ownership of projects, exercise sound judgment, and represent the department confidently across the organization.

Key Responsibilities Event Planning & Project Management

• Independently manage the planning and execution of company events, employee engagement activities, leadership meetings, client events, CSR initiatives, and other special projects.
• Develop project plans, implementation timelines, event checklists, and contingency plans.
• Coordinate all event logistics, including venue, transportation, accommodations, catering, audiovisual requirements, registrations, and event materials.
• Monitor project progress, manage timelines, and ensure successful delivery of assigned projects.
• Conduct post-event evaluations and recommend improvements.

Client Services & Executive Hospitality

• Coordinate logistics for local and international client visits, executive meetings, and VIP engagements.
• Arrange transportation, accommodation, meeting rooms, meals, visitor access, and hospitality requirements.
• Prepare welcome kits, banners, itineraries, and meeting materials.
• Serve as the on-site coordinator to ensure a seamless client and executive experience.

Vendor & Budget Management

• Source and coordinate with vendors, suppliers, venues, hotels, caterers, and transportation providers.
• Request and evaluate quotations and recommend cost-effective solutions.
• Monitor vendor performance and ensure timely delivery of services.
• Assist in project budgeting and monitor expenses.
• Prepare procurement-related documents, including Purchase Requests (PRs), Payment Requests, and liquidation reports.

Employee Engagement

• Coordinate employee engagement programs and internal campaigns.
• Manage registrations, communications, layout/poster requests, giveaways, and activity logistics.
• Support wellness, recognition, volunteerism, and CSR initiatives.
• Monitor participation and recommend engagement improvements.

Reporting & Administration

• Prepare monthly, quarterly, and post-project accomplishment reports.
• Maintain project trackers, departmental dashboards, KPI reports, and event documentation.
• Develop executive-ready PowerPoint presentations, proposals, and briefing materials.
• Present project updates and recommendations during departmental or cross-functional meetings when required.
• Maintain organized departmental files, contracts, SOPs, templates, and event archives.

Cross-Functional Collaboration & Continuous Improvement

• Collaborate with internal departments and external stakeholders to ensure successful project execution.
• Recommend process improvements and assist in developing SOPs, templates, and operational guidelines.
• Support strategic Marketing Department initiatives and perform other related duties as assigned

Minimum Qualifications Education

• Marketing
• Hospitality Management
• Tourism Management
• Business Administration
• Communications
• Event Management

Experience

• Minimum of three (3) years of progressive experience in corporate events, employee engagement, client services, hospitality, marketing operations, project coordination, or related functions.
• Demonstrated experience independently managing projects from planning through execution.
• Experience coordinating with multiple stakeholders and vendors in a corporate environment.
• Experience supporting executive meetings, client visits, or corporate events is highly preferred.

Preferred Skills & Competencies

Technical Skills

• Microsoft Office (Word, Excel, PowerPoint)
• Microsoft Teams and Outlook
• Budget monitoring and reporting
• Project planning and coordination

Core Competencies

• Event Planning & Project Management
• Client & Executive Hospitality
• Vendor and Stakeholder Management
• Budget Administration
• Business Communication
• Presentation Development
• Reporting & Analytics
• Planning & Organization
• Problem Solving
• Initiative & Accountability
• Relationship Management
• Adaptability
  

Working Conditions

• Hybrid work arrangement based on business requirements.
• Willing to work beyond regular office hours, including evenings, weekends, and holidays, during events or client visits.
• Willing to travel within Metro Manila and nearby provinces to support company events and client engagements.