Event / Project Coordinator at Flytime Promotions Ltd

Overview:

• We’re on the hunt for a creative, driven, and detail-obsessed Event/Project Coordinator to join our powerhouse team at Flytime Promotions. In this role, you’ll be at the heart of designing and delivering unforgettable experiences—from our signature in-house events to bespoke productions for high-profile clients.
• You’ll bring structure to the creative chaos, turning ideas into impactful, well-executed events that reflect our brand’s excellence. Whether it’s a sold-out concert, a product launch, or a private industry affair, you’ll manage it all with style, strategy, and calm under pressure. Success in this role means being a master project manager, strong collaborator, and agile problem-solver.

Your Role in the Spotlight:

Event Strategy & Creative Planning

• Drive the planning and execution of internally curated experiences (concerts, festivals, parties) and corporate events (album launches, conferences, activations).
• Collaborate with internal teams and clients to define event goals, target audience, and KPIs.
• Pitch creative, theme-driven event concepts that reflect Flytime’s innovative edge.
• Draft proposals, budgets, and timelines tailored to each event.

Vendor & Partner Coordination

• Source and manage vendors, from venue providers to A/V crews, decorators, and entertainers.
• Negotiate contracts and ensure quality service delivery.
• Maintain strong professional relationships with all third-party collaborators.

Guestlist Database Management

• Maintain and organize the centralized guestlist database across all Flytime events.
• Categorize contacts (VIPs, clients, media, etc.) and ensure real-time updates.
• Utilize in-house guestlist tools to manage RSVPs, check-ins, and post-event follow-up.
• Ensure data-handling complies with privacy regulations.

Event Logistics & On-Site Management

• Oversee event setup, technical coordination, venue design, safety compliance, and more.
• Provide on-ground leadership during events and trouble-shoot in real-time.
• Supervise event breakdown and ensure the venue is returned to optimal condition.

Marketing & Promotion Support

• Collaborate with the Marketing Team to amplify event visibility and hype.
• Manage registration platforms and coordinate attendee communication.

Post-Event Insights & Reporting

• Conduct post-event evaluations, collecting feedback from clients and stakeholders.
• Recommend enhancements for future projects based on learnings.

Venue Management

• Coordinate internal and client venue bookings, preventing scheduling overlaps.
• Ensure the space is always event-ready, safe, and fully operational.
• Liaise with the maintenance and technical teams for upkeep and upgrades.
• Serve as the go-to person for venue-related logistics during events.

Project Coordination

• Keep event timelines tight, resources aligned, and teams informed.
• Identify potential risks and delays early, and pivot with poise.
• Handle multiple events at once with grace, grit, and great organization.

What You Bring to the Table:

• 3+ years of experience coordinating events in the entertainment or production space.
• Strong project management skills and expertise.
• Bachelor's degree in Event Management, Hospitality, Marketing, or a related field (preferred).
• Strong vendor negotiation and relationship-building skills.
• Excellent organizational, multitasking, and time management abilities.
• A flair for creative concepts and delivering high-impact experiences.
• Knowledge of event tech, guestlist tools, and industry trends.
• Willingness to work evenings, weekends, and travel as needed.