Events Project Coordinator (3 months)

PERSOL; Singapore; On-site; SGD 28,000 - 39,000; Part time

Job summary

PERSOL is seeking a diligent Event Coordination Assistant in Singapore for a 3-month contract beginning ASAP. You will support day-to-day event coordination, manage timelines, prepare documents, and liaise with clients, suppliers and internal teams to ensure smooth execution.

You will help track progress, organize materials, and provide on-site support during events, with potential overtime to meet deadlines. This role suits candidates with a diploma and strong MS Office skills.

Qualifications

• Diploma or equivalent qualification in any discipline.
• Experience in events, exhibitions, project coordination, operations or admin support preferred.
• Ability to manage tasks, priorities, deadlines and follow-ups in a fast-paced environment.
• Proficient with MS Office and Google Workspace; Excel/Sheets, PowerPoint and Word.
• Basic knowledge of Adobe Illustrator and Photoshop preferred.
• Comfort using AI tools such as ChatGPT to improve productivity.
• Willingness to work outside standard hours when events require.

Responsibilities

• Support the team with day-to-day event and project coordination.
• Maintain project timelines, trackers, schedules, documents and task lists.
• Follow up with clients, suppliers, venues, organisers and internal teams on outstanding items.
• Prepare and organise quotations, invoices, artwork files, floorplans, manpower lists, event schedules and other project documents.
• Take meeting notes and translate discussions into clear action items and deadlines.
• Assist with supplier sourcing, quotation requests and basic cost comparisons.
• Track deadlines and flag delays, missing information or potential issues.
• Assist with artwork and printing coordination, including basic file and artwork checks.
• Coordinate logistics such as deliveries, setup schedules, manpower, passes, venue access and event materials.
• Provide on-site support during setup, event days and teardown where required.
• Assist with post-event documentation, supplier invoices and project closing.
• Support multiple projects concurrently while keeping information accurate and organised.

Skills

Task prioritization

Communication skills

Team coordination

Fast-paced environment

Education

Diploma or equivalent qualification

Tools

Microsoft Office

Google Workspace

Excel

Google Sheets

PowerPoint

Word

Adobe Illustrator

Adobe Photoshop

ChatGPT (AI tools)

Job description

Mon-Fri : 8.30am to 6pm (required to work weekends/long working hours)

Contract: 3 months (ASAP - Dec 2026)

Responsibilities

• Support the team with day-to-day event and project coordination.

• Maintain project timelines, trackers, schedules, documents and task lists.

• Follow up with clients, suppliers, venues, organisers and internal teams on outstanding items.

• Prepare and organise quotations, invoices, artwork files, floorplans, manpower lists, event schedules and other project documents.

• Take meeting notes and translate discussions into clear action items and deadlines.

• Assist with supplier sourcing, quotation requests and basic cost comparisons.

• Track deadlines and proactively flag delays, missing information or potential issues.

• Assist with artwork and printing coordination, including basic file and artwork checks.

• Coordinate logistics such as deliveries, setup schedules, manpower, passes, venue access and event materials.

• Provide on-site support during setup, event days and teardown where required.

• Assist with post-event documentation, supplier invoices and project closing.

• Support multiple projects concurrently while keeping information accurate and organised.

What We Are Looking For

• Diploma or equivalent qualification in any discipline. (experience in the media, design, events, or related creative industries)

• Prior experience in events, exhibitions, project coordination, operations or administrative support is preferred.

• More importantly, individuals should be comfortable working in a fast-paced project environment and know how to manage tasks, priorities, deadlines and follow-ups effectively.

• Good working knowledge of Microsoft Office / Google Workspace, especially Excel / Google Sheets, PowerPoint and Word.

• Basic knowledge of Adobe Illustrator and Photoshop is preferred.

• Comfortable using AI tools such as ChatGPT to improve productivity and assist with administrative work.

• Comfortable communicating with clients, suppliers and internal teams.

• Able to work outside standard office hours occasionally depending on event requirements.

• Comfortable providing on-site event support when required.

We regret to inform that only shortlisted candidates will be notified.