Job description

Role Overview

The Corporate Events and Logistics Coordinator is tasked with overseeing the end-to-end management of corporate events, ensuring every aspect from planning to execution is flawlessly managed. This role demands close coordination with vendors, sponsors, and internal teams to guarantee smooth operations across event logistics, documentation, and communications.

Key Responsibilities

Research and organize a variety of corporate events including exhibitions, conferences, roadshows, community gatherings, and internal meetings, both remotely and onsite.
Create comprehensive event schedules, timelines, and project plans to guide execution.
Manage venue selection, booking, and logistics arrangements for events.
Handle event registrations and maintain detailed attendee databases.
Arrange travel, accommodation, and transport logistics for personnel in collaboration with administrative leadership.
Prepare operational checklists and event briefs to ensure readiness.
Support onsite event setup, execution, and teardown when necessary.
Organize event staffing and service requirements to meet event needs.
Ensure timely completion of all event deliverables and perform post-event analysis and reporting.
Identify, evaluate, onboard, and negotiate with vendors and suppliers; administer contracts and purchase orders.
Coordinate product procurement including branded merchandise and gift kits, overseeing customization and inventory management.
Manage domestic and international logistics including shipping, customs documentation, and shipment tracking.
Liaise and coordinate sponsor deliverables, ensuring fulfillment of branding and activation commitments pre, during, and post events.
Draft professional corporate communications for internal and external stakeholders and maintain alignment with company branding.
Organize and maintain digital and physical records including contracts, invoices, event documents, and sponsorship agreements ensuring precise version control.
Track budgets, monitor expenses, assist in cost reporting, and identify opportunities for operational cost savings.

Required Qualifications and Skills

Bachelor's degree in Event Management, Business Administration, Marketing, Communications or related discipline.
Proven experience in event management, logistics, operations, or corporate communications.
Excellent organizational and project management capabilities with the ability to juggle multiple initiatives concurrently.
Strong negotiation skills and vendor management experience.
Comprehensive knowledge of procurement processes and international shipping logistics is advantageous.
Excellent written and verbal communication abilities.
Attention to detail with strong analytical and problem-solving skills.
Ability to perform effectively under pressing deadlines.
Proficient with Microsoft Office Suite, Google Workspace, and project management software tools.