Job Description

About the Role
You'll plan, coordinate and run exhibitions, expos, roadshows, conferences, gala dinners and brand activations from concept to teardown. This is a hands-on role, split between planning in the office and execution on site.

What You'll Do

Event Planning & Execution

• Plan and execute events end to end, from concept to completion
• Manage logistics: venue setup, floor plans, manpower, scheduling and event flow
• Prepare run-of-show (ROS), briefing documents and execution plans
• Conduct site visits for measurements and logistics planning
• Lead on-site setup, live execution and teardown, and troubleshoot issues on the spot

Supplier & Production Management

• Source and compare vendors (AV, stage, LED, lighting, sound, decor, catering, production)
• Negotiate pricing, terms and deliverables
• Monitor production, logistics and installation, and check quality before delivery

Budget & Cost Control

• Prepare and track event budgets against approved allocations
• Handle cost tracking and reconciliation after each event

Client & Team Coordination

• Support your superior in managing client requirements and expectations
• Work with designers, project leads and admin support
• Join meetings and brainstorming sessions to develop project ideas
• Keep communication clear and timely across clients, suppliers and internal teams

Reporting & Documentation

• Prepare project updates, presentation decks and proposals
• Deliver post-event reports: attendance, photos and performance summary
• Keep supplier records, timelines and project files organised

What We're Looking For

• Diploma or above
• At least 3 years of experience in events, exhibitions or brand activations
• Good command of English; Mandarin preferred (Malay is a plus)
• Experience with registration and guest handling (Excel, Google Forms, QR check-in)
• Comfortable with Excel, Word and PowerPoint
• Calm under pressure, with solid risk and contingency planning on live events
• Takes ownership of tasks and deliverables

Work Requirements

• Own transport and able to travel independently
• Willing to work long hours during peak periods, including weekends and public holidays when required

Job Requirements

Must Have

• Diploma or above in any field
• At least 1 year of experience in events, exhibitions, roadshows or brand activations
• Good command of English (spoken and written)
• Hands-on experience running events from planning through on-site execution
• Experience coordinating vendors (AV, stage, LED, lighting, sound, decor, catering)
• Able to prepare run-of-show (ROS), floor plans and briefing documents
• Able to prepare and track event budgets
• Proficient in Microsoft Excel, Word and PowerPoint
• Own transport and able to travel independently
• Willing to work long hours during peak periods, including weekends and public holidays

Preferred

• Able to speak Mandarin
• Able to speak Malay
• Experience with registration and guest check-in systems (Google Forms, QR check-in)
• Experience negotiating with suppliers and comparing quotations
• Experience writing post-event reports and proposals

Personal Qualities

• Calm and quick to solve problems under pressure
• Responsive and clear when communicating with clients, suppliers and the team
• Takes ownership of tasks from start to finish
• Organised, with attention to detail

Skills