Event Coordinator

Director - HR & Administration KSA at ITL World™ Position Overview

The Event Coordinator is responsible for planning, organizing, and executing a variety of events, ranging from corporate conferences to social gatherings. This role involves collaborating with clients, vendors, and internal teams to ensure smooth event operations and an exceptional attendee experience.

Key Responsibilities

Event Planning & Execution :

Assist in the development of event concepts, timelines, and objectives.

Coordinate event logistics, including venue selection, catering, transportation, and audiovisual needs.

Handle event registrations, invitations, and RSVPs.

Ensure proper setup and breakdown of event spaces.

Communicate with vendors for equipment rentals, food and beverage service, entertainment, etc.

Negotiate contracts with vendors to meet budgetary requirements.

Oversee vendor performance during events and ensure timely delivery of services.

Budget Management :

Assist in preparing and maintaining event budgets.

Track expenses and provide regular financial reports to the Event Manager.

Ensure cost‑effective solutions without compromising event quality.

Client & Stakeholder Engagement :

Serve as the point of contact for clients and stakeholders before, during, and after the event.

Address client requests and resolve issues efficiently.

Work with internal marketing teams to promote events and boost attendance.

On‑Site Event Coordination :

Oversee day‑of‑event operations, ensuring smooth execution.

Manage event staff and volunteers, assigning roles and responsibilities.

Address any on‑site issues or emergencies promptly.

Post‑Event Follow‑up :

Collect feedback from attendees and stakeholders.

Provide post‑event reports, including financial analysis and event success metrics.

Coordinate post‑event thank‑you notes and other communications.

Skills

Excellent organizational and multitasking abilities.

Strong communication and interpersonal skills.

Ability to manage budgets and negotiate with vendors.

Familiarity with event management software and tools.

Problem‑solving skills and ability to work under pressure.

Personal Attributes

Attention to Detail : Ensures that every aspect of an event is executed to the highest standard.

Adaptability : Capable of handling last‑minute changes and unforeseen challenges.

Team Player : Works well in a collaborative environment with colleagues and stakeholders.

Time Management : Can manage multiple projects at once and meet tight deadlines.

Working Conditions

Work Environment : Office and event sites, with travelling whenever required.

Hours : May include evenings, weekends, and holidays based on event schedules.

Seniority level Entry level

Employment type Full‑time

Job function Management and Manufacturing

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