Job Description

JOB PURPOSE
The Event Clerk is responsible for providing administrative support and coordinating logistical activities for events. He/She supports the Event Management Department to ensure that all aspects of events run smoothly and efficiently, coordinating functions, events, and meetings to meet the needs of staff, students, and corporate clients in a professional and effective manner.

AREAS OF RESPONSIBILITIES
1. Aid in the planning and preparation of events while managing administrative tasks.
2. To assist in preparing and maintaining event documentation, to assist in updating and maintaining event databases.
3. When needed, assist in the absence of the Event Coordinator by ensuring that venues are maintained cleanly before, during, and after events/functions. This includes overseeing post-event processes, such as addressing defects or coordinating necessary rectification work with other relevant departments.
4. In assistance for coordinating with the TU FM team, AV team, Events Set-up team, and Safety & Security department on daily work schedules to ensure sufficient supply, set-up of audio visual, and other resources with housekeeping assistant to ensure all event operations run smoothly.
5. To assist in coordinating with the Stakeholder and Requestor for the venue scheduling.
6. To assist in coordinating a meeting if necessary to ensure every party is aligned with the arrangements.
7. To assist in producing Event Summary reports twice weekly for ease of reference of FM, M&E, APM, Housekeeping & Security Department.
8.Able to assist with any ad hoc tasks that are being assigned from time to time.
9. Efficiently respond to inquiries or requests, advise, and promote awareness of in-house rules of regulation to all Stakeholders and Requestors
10. To assist the Event department as needed or any other areas that support the Department and its goals.
11. Foster a positive work environment and encourage teamwork and camaraderie among team members.

JOB SPECIFICATIONS
MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION
SPM/STPM, preferably with Diploma in Events Management or related discipline /qualification.

RELATED EXPERIENCE
At least one (1) to two (2) years of working experience in a similar capacity.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)
(Required for successful performance)
• Ability to organize and plan in setting up for each event successfully.
• Ability to adapt to changes in working responsibilities and environment.
• Knowledge of and skills in using basic computer software applications.
• Knowledge of general office practices.
• Ability to handle stressful situations and work to strict deadlines.
• Ability to perform various/multiple assignments simultaneously.
• Proactive and results orientated.
• Possess good command of English and Bahasa Malaysia — spoken and written.
• Good interpersonal skills with the ability to communicate effectively with staff using tact. patience and courtesy.
• Knowledge of basic occupational hazards and proper safety precautions.
• Organized and meticulous.

COMPETENCIES (BEHAVIOURAL)
• Has a good personal and working attitude. Acceptable standard of work performance, discipline, and attendance.
• Has good work habits and hardworking.
• A person with integrity.
• Courteous and diplomatic and maintain a smart personal appearance.
• Diligent and self-motivated.
• High and strong sense of responsibility
 

Job Requirements