Administrative & Events Coordinator

We are recruiting on behalf of one of our clients for the position of Administrative & Events Coordinator.

Job Title: Administrative and Events Coordinator

About this Position

We are looking for a self-motivated and detail-oriented individual to provide assistance to the Resource Planning and Administration team, as well as assist in event management and logistics and other administrative tasks within the Unit. As an ideal Administrative and Events Coordinator, you will demonstrate the capacity to work with teams, be able to develop creative approaches to everyday administrative and event challenges.  You should have the ability to work well in a fast-paced environment, to multitask, maintain a focus on details and have superb organizational abilities.

The current team regularly undertakes internal and external events that support strategic outreach, staff engagement and stakeholder collaboration. To ensure efficient, timely and high-quality delivery of these activities, dedicated coordination is required. The Administrative and Events Coordinator will provide end-to-end support for event planning and execution and contribute to the broader administrative functions of the office.

What you'll do

The Coordinator will be responsible for the full lifecycle of event delivery, including:

Planning & Preparation

• Support the conceptualization, design, planning and scheduling of meetings, workshops, staff engagement activities and external stakeholder events.
• Identify event requirements, specifications and logistical needs.
• Provide guidance and feedback on the proposed event budget and estimate relevant costs.
• Develop checklists, timelines and coordination plans for each event.

Vendor Engagement & Procurement Support

• Liaise with vendors, suppliers and service providers to gather quotations in alignment with procurement guidelines.
• Ensure that quotations are complete and meet event requirements.
• Consult with vendors on the most efficient approach to deliver the event requirements and negotiate competitive pricing.
• Submit quotations for internal review and approval.
• Advise vendor of acceptance of quotation and confirm all service details once approval is granted.
• Ensure the vendor of the accepted quote is properly registered in the payment system
• Develop a network of pre-evaluated vendors for frequently requested services and work on generating a standardized menu of prices.

Event Delivery & On-Site Coordination

• Coordinate venue setup, catering, audiovisual needs, décor, materials and any additional logistics.
• Serve as the primary point of contact with vendors during event execution.
• Ensure that all services requested are delivered as per agreed standards and timelines.
• Troubleshoot issues on the event day to ensure smooth execution.

Post-Event Administration

• Verify service completion and vendor performance.
• Prepare and submit timely payment requests with all required supporting documents for vendor services.
• Conduct post-event follow-up, including feedback collection and lessons learned.

Administrative Support Functions

In addition to event coordination, the Coordinator will:

• Assist the Resource Planning and Administration team with a range of operational and administrative tasks such as filing, drafting correspondence and supporting office logistics.
• Provide customer service support to staff, visitors and external partners as needed.
• Assist with small procurement tasks and general administrative workflows.

Backup & Coverage Responsibilities

• Serve as backup support for members of the Resource Planning and Administration team when on leave or unavailable to ensure business continuity.