Corporate Events & Logistics Coordinator

Job Overview The Events, Logistics & Corporate Communications Specialist is responsible for researching, coordinating, and executing corporate events while ensuring seamless operational delivery across documentation, logistics, merchandise, sponsorships, and vendor management. The role also supports internal and external corporate communications and maintains organized records of projects, contracts, and event documentation. The successful candidate is highly organized, detail-oriented, and capable of managing multiple projects simultaneously in a fast-paced environment. Key Responsibilities • Event Planning & Execution • Research and coordinate corporate events, exhibitions, conferences, roadshows, community meetups, and internal events. (Remote & Physically) • Develop detailed event timelines, production schedules, and project plans. • Coordinate venue sourcing, bookings, and event logistics. • Manage event registrations and attendee lists. • Coordinate travel, accommodation, and transportation for event personnel with Head of admin. • Prepare event briefs and operational checklists. • Support on-site event setup, execution, and dismantling when necessary. • Coordinate event staffing and services requirements. • Ensure all event deliverables are completed on schedule. • Conduct post-event reporting and performance reviews. • Vendor & Supplier Management • Source, evaluate, and onboard vendors and suppliers. • Request quotations and negotiate pricing. • Manage supplier contracts and purchase orders. • Coordinate production timelines with vendors. • Monitor supplier performance and service quality. • Build long-term relationships with preferred suppliers. • Resolve operational issues with vendors promptly. • Merchandise & Gift Kit Procurement • Source promotional merchandise and branded apparel. • Coordinate product customization and branding. • Manage inventory of promotional materials. • Oversee production approvals and quality control. • Assemble and distribute gift kits for events, partners, and clients. • Coordinate international and local production schedules. • Maintain inventory records and stock forecasting. • Logistics, Shipping & Sponsorship Coordination • Coordinate domestic and international shipping. • Prepare shipping documentation and customs requirements where applicable. • Track shipments to ensure timely delivery. • Coordinate sponsorship deliverables before, during, and after events. • Liaise with sponsors regarding branding assets and activation requirements. • Ensure sponsor commitments are fulfilled according to agreements. • Coordinate installation and collection of branded materials. • Corporate Communications • Draft professional business correspondence. • Coordinate communication with partners, suppliers, and event organizers. • Assist in preparing presentations and briefing documents. • Support cross-functional communication between internal departments. • Maintain professional relationships with external stakeholders. • Ensure communication reflects company branding and tone. • Documentation & Records Management • Maintain organized digital and physical records. • Archive contracts, invoices, agreements, event assets, and approvals. • Maintain event documentation and historical records. • Organize sponsorship agreements and deliverables. • Ensure version control of important documents. • Support audit and compliance documentation when required. • Budget & Administration • Track project budgets and expenditures. • Monitor purchase requests and invoices. • Assist with cost reporting and budget reconciliation. • Identify opportunities for operational efficiencies and cost savings. Required Skills & Qualifications • Bachelor's degree in Event Management, Business Administration, Marketing, Communications, or a related field. • experience in event management, logistics, operations, or corporate communications. • Strong project management and organizational skills. • Experience coordinating multiple projects simultaneously. • Excellent written and verbal communication skills. • Strong negotiation and vendor management experience. • Knowledge of procurement processes. • Experience managing international logistics and shipping is an advantage. • High attention to detail. • Ability to work under tight deadlines. • Strong problem-solving and decision-making skills. • Advanced Microsoft Office and Google Workspace proficiency. • Experience with project management tools is an advantage. • Preferred Competencies • Project planning • Time management Show more Show less

Bachelor's degree in Event Management, Business Administration, Marketing, Communications, or a related field. experience in event management, logistics, operations, or corporate communications. Strong project management and organizational skills. Experience coordinating multiple projects simultaneously. Excellent written and verbal communication skills. Strong negotiation and vendor management experience. Knowledge of procurement processes. Experience managing international logistics and shipping is an advantage. High attention to detail. Ability to work under tight deadlines. Strong problem-solving and decision-making skills. Advanced Microsoft Office and Google Workspace proficiency. Experience with project management tools is an advantage. Preferred Competencies: Project planning; Time management.

Event Planning & Execution: Research and coordinate corporate events, exhibitions, conferences, roadshows, community meetups, and internal events. Develop detailed event timelines, production schedules, and project plans. Coordinate venue sourcing, bookings, and event logistics. Manage event registrations and attendee lists. Coordinate travel, accommodation, and transportation for event personnel with Head of admin. Prepare event briefs and operational checklists. Support on-site event setup, execution, and dismantling when necessary. Coordinate event staffing and services requirements. Ensure all event deliverables are completed on schedule. Conduct post-event reporting and performance reviews. Vendor & Supplier Management: Source, evaluate, and onboard vendors and suppliers. Request quotations and negotiate pricing. Manage supplier contracts and purchase orders. Coordinate production timelines with vendors. Monitor supplier performance and service quality. Build long-term relationships with preferred suppliers. Resolve operational issues with vendors promptly. Merchandise & Gift Kit Procurement: Source promotional merchandise and branded apparel. Coordinate product customization and branding. Manage inventory of promotional materials. Oversee production approvals and quality control. Assemble and distribute gift kits for events, partners, and clients. Coordinate international and local production schedules. Maintain inventory records and stock forecasting. Logistics, Shipping & Sponsorship Coordination: Coordinate domestic and international shipping. Prepare shipping documentation and customs requirements where applicable. Track shipments to ensure timely delivery. Coordinate sponsorship deliverables before, during, and after events. Liaise with sponsors regarding branding assets and activation requirements. Ensure sponsor commitments are fulfilled according to agreements. Coordinate installation and collection of branded materials. Corporate Communications: Draft professional business correspondence. Coordinate communication with partners, suppliers, and event organizers. Assist in preparing presentations and briefing documents. Support cross-functional communication between internal departments. Maintain professional relationships with external stakeholders. Ensure communication reflects company branding and tone. Documentation & Records Management: Maintain organized digital and physical records. Archive contracts, invoices, agreements, event assets, and approvals. Maintain event documentation and historical records. Organize sponsorship agreements and deliverables. Ensure version control of important documents. Support audit and compliance documentation when required. Budget & Administration: Track project budgets and expenditures. Monitor purchase requests and invoices. Assist with cost reporting and budget reconciliation. Identify opportunities for operational efficiencies and cost savings.