Junior Event Coordinator

The Event Coordinator plays a vital role in shaping corporate events across APAC & ANZ. This hybrid role balances onsite collaboration at our BGC office with the flexibility of working from home.

With a strong backend focus, the role drives success through strategic logistical research, precise coordination, and partnerships with top vendors—ensuring seamless operations and premium experiences for our global clientele. Collaboration with a multi-cultural team, including colleagues in Europe, enriches the work with valuable cross-cultural exposure and growth.

While primarily research-driven, the position also offers opportunities to attend select local and international events, providing first-hand insights that fuel continuous improvement. It is the engine behind the flawless execution of world-class events.

Responsibilities:

Event Coordination & Execution

• Support end-to-end logistics for events, including roundtables, masterclasses, and summits.
• Assist in preparing timelines, checklists, and logistical documents.
• Coordinate day-of-event tasks such as vendor arrivals, registration, and on-site setup.
• Ensure timely communication with vendors and internal teams for assigned responsibilities.
• Support the post-event debrief by compiling feedback and reports.

Vendor & Venue Management

• Conduct initial research for venues and vendors based on event briefs and criteria.
• Assist with gathering quotes, updating vendor trackers, and securing documentation.
• Maintain vendor and venue databases with updated info and feedback.
• Process receipts, invoices, and post-event paperwork accurately and on time.

Quality Assurance & Brand Experience

• Execute tasks in line with Ortus quality and branding standards.
• Assist with checklist implementation and flag inconsistencies in execution.
• Gather event feedback from internal stakeholders and guests.
• Support the creation of post-event feedback summaries.

Innovation & Expertise

• Stay aware of trends in events, venues, and logistics, and share new ideas.
• Suggest potential upgrades to event processes or vendor options.
• Learn Ortus event protocols and continuously build on logistics knowledge.

Budget Ownership & Efficiency

• Verify and track receipts, invoices, and documentation for materials related to events, such as AV, printed materials, gifts, and F&B.
• Track expenses input into budget trackers.
• Ensure vendor quotes and final invoices align with approved budgets.
• Coordinate with Finance to support payment and documentation.

Qualifications

• Proven experience in event coordination or a related administrative role, with a focus on logistical planning and execution.
• Strong organizational and time-management skills, including the ability to manage multiple tasks and deadlines simultaneously.
• High level of attention to detail for tasks like tracking expenses, managing vendor paperwork, and ensuring event timelines are followed.
• Excellent communication and interpersonal skills to effectively coordinate with internal teams, external vendors, and global partners.
• Experience with vendor management, including researching, gathering quotes, and maintaining a vendor database.
• Proficiency in administrative tasks, such as managing invoices, processing receipts, and maintaining accurate records.
• Comfortable working in a hybrid environment with both in-office and remote work, demonstrating strong self-discipline and the ability to work independently.
• Ability to adapt to and navigate a multicultural team environment, with an understanding of global business communication.