Location: Taguig City, Philippines
Work Set-Up: Hybrid.
The Event Coordinator plays a vital role in shaping corporate events across APAC and 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 multicultural 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 information 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 such as 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.
