Meeting & Events Coordinator at Upbeat Centre

Job Summary

• Responsible for coordinating and organizing memorable events while providing outstanding customer service that meets and exceeds customers’ expectations.

Duties & Responsibilities

• Work with the Front Desk Team/Booking agents to resolve all customer complaints or issues bothering on space conflicts, cancellations, bespoke customer request outside of existing service offerings and other M&E related customer concerns.
• Work with client to understanding requirements for each event; ensure that the client’s specifications and request is taken into consideration when confirming and securing their bookings.
• Communicate and Coordinate with various Departmental heads and Team Leads to ensure seamless events experience with guests. All function sheets must be updated with the correct and relevant information; distributed function across departments/notice boards.
• Plan event with attention to financial and time constraints; ensure cost optimisation for each event.
• Organize event logistics such as decor, catering, entertainment, power, location, invitee list, special guests, equipment etc.
• Work with the party host to ensure that all party requirements (socks,tags,…etc) are provided to guests in a timely and organized manner.
• Arranging Sales calls and site inspection visits/tour with potential customers.
• Maintaining a working relationship with vendors and venues.
• Understanding the complex needs of different events, and diverse clients.
• Planning event aspects, such as venue, seating, dining, and guest list.
• Coordinating event entertainment, including music, performers, and guest speakers.
• Issuing invoices and collecting payments in a timely manner, and creating comprehensive and readable financial reports.
• Managing and overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors, and managing take-down.
• Communicating with marketing team to create effective advertisements for each event.
• Anticipating and planning for possible different scenarios.
• Creating sales opportunities for future events during client liaisons and during events.
• Build customer loyalty and retention by developing various schemes i.e. Birthday or Special occasions shout outs e.t.c.
• Daily update of M&E Logbook accordingly.
• Work with the Marketing and Sales team to promote and publicize events.
• Prepare daily status report as required.

Competency & Skills Requirements

• Candidates should possess a B.Sc Degree with 4 - 6 years relevant work experience.
• Outstanding Communication and & Presentation skills.
• Well-organized with multi-tasking skills
• Excellent Vendor Management and Negotiation skills
• Intermediate Numerate and Problem-solving skills
• Proficiency in MS Office
• A passion for excellence.

Person Specification:

• Good grooming at all times.
• Able to handle stress and remain calm
• Result oriented with high degree of accuracy and attention to details.
• Must be very sociable and have a high energy level and positive attitude.
• High degree of independence with objectivity and assertiveness.
• Approachable with good interpersonal skills and the ability to effectively interact with clients across all levels.
• Commitment to innovation; eagerness to share ideas on how to improve services provided and event quality.