Job Description:
- Provide guidance on Company policy information to internal clients – Ensuring insurance, legal, health and safety obligations are adhered to for all events
- Provide advisory services to internal clients to assist with cost mitigation – offering alternatives or championing use of Company office where possible for events
- Be the main point of contact with clients and vendors for all events
- Venue sourcing: provide options to internal clients based on their brief & budget
- Create and maintain a budget for each event, seeking approvals where necessary and reconciling costs post event
- Negotiation of rates and terms with suppliers
- Meeting logistics (venue management, caterers, audio visual etc) including drafting run sheets and floorplans
- High volume administration duties
- Process deposits and invoices for all events and coordinate with finance team in China to ensure payments are made on time and allocated correctly.
- Arrange printing and materials for events
- Liaise with internal (Marketing, Finance, Legal etc) and external clients theme-ing providers, AV companies, printing suppliers, etc.)
- Draft & send communications
- RSVP management through online events management tool
- Use Company’s internal tools (including new Meetings & Events tool) to manage events
- Follow Company Meeting & Event policies to ensure compliance
- Ability to use Company’s registration system for events
- Provide occasional off-site support for functions
- Develop and maintain excellent working relationships with stakeholders and suppliers
- Assist M&E Manager with internal communications ideation and delivery
- Offer and brainstorm solutions to internal issues and assist to streamline program where necessary
- Work with pan-ASEAN team to streamline and baseline current processes to help smooth delivery across the region
Requirements:
Education
• Qualification in a related field (e.g. events management) an advantage
Skills
• Excellent Customer Service skills
• Self-starter, with strong interpersonal, organizational, analytical, and verbal & written communication skills
• Ability to function as a Team Player and maintain a good working relationship, yet think and act independently with professionalism, discretion and confidentiality
• Ability to manage time and meet required deadlines in a fast-paced and dynamic environment
• Ability to exercise tact and diplomacy in all dealings
• Attention to detail
• Extensive event management experience preferred with a Hotel/Catering industry background (Including good planning and operational understanding/skills a necessity)
• Good financial acumen including budget management & understanding of financial reporting
• Strong computer skills and confident and professional phone manner
• Critical thinker with superior issue resolution skills
• 3rd Party Vendor/Partner & Service Quality Management
• Proficiency with standard Microsoft applications (excel, word, exchange) plus job specific tools (Share Point, Cvents etc)
• Multi-tasking skills; ability to manage own workload and adjust priorities to work efficiently and meet deadlines, often under compressed time pressure
• Not afraid to roll up sleeves and get involved and take ownership where necessary
• Policy interpretation and implementation
• Stakeholder relationship management
• Project/program management skills preferable, including continuous improvement methodologies
• Experience in a corporate environment preferable
• Good restaurant/venue/supplier knowledge in Singapore
• Strong time management skills
• Ability to adapt to change and use problem solving skills to overcome unexpected things that may arise
Work Experience
• 1 to 3 years in event management experience preferred with a Hotel/Catering industry background (Including good planning and operational understanding/skills a necessity)
Work Requirements
• Light travel, if required.
