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Corporate Events Project Coordinator

2 months ago

Work From Home, United Kingdom Exceed Corporate Events | SAP Supplier Full time
About Us

Exceed Corporate Events | SAP Supplier is a global company that specializes in creating remarkable and unforgettable experiences for our clients. We take pride in our supportive and team-oriented environment that celebrates each individual's unique contributions.

About the Role

We are seeking a seasoned project planner with expertise in venue coordination, proposal preparation, budgeting, and event logistics to join our team as a Corporate Events Project Coordinator. As a key member of our team, you will be responsible for overseeing logistics from client brief to project delivery, managing financial aspects of logistics, communicating effectively with the team and clients, and developing, writing, and presenting program proposals, scopes of work, schedules, and staffing plans.

Key Responsibilities
  • Oversee logistics from client brief to project delivery, especially for complex, multi-faceted projects.
  • Manage the financial aspects of logistics within the project.
  • Communicate effectively with the team and clients.
  • Develop, write, and present program proposals, scopes of work, schedules, and staffing plans.
  • Ensure project changes are clearly communicated and approved by the client.
  • Build and maintain strong client relationships, promptly addressing their needs.
  • Clearly communicate project roles, responsibilities, scope, budget, schedules, and status/action items to clients.
  • Manage RFP processes and participate in client presentations, including customizing logistics presentations and writing strategic, integrated proposals.
  • Assist in generating and validating accurate project budgets.
Project Planning
  • Collaborate with the Project Director to manage the program from inception through execution.
  • Conduct regular meetings and ensure effective communication among team members to meet deadlines.
  • Identify, negotiate, and book external resources as needed.
  • Be proficient in all aspects of event management, including registration, food & beverage, housing programs, transportation, staffing, security, sponsorship, etc.
  • Ensure client needs are met by program deliverables.
  • Meet and exceed logistics measurement objectives, working with the Executive Producer and Account Manager.
  • Supervise the creation of meeting specification documentation.
  • Work with the Project Director to create and manage project budgets.
  • Manage and mitigate third-party costs.
  • Develop and manage relationships with third-party and freelance talent to ensure the best talent and pricing.
  • Finalize client financial reconciliation for logistics aspects of project budgets.
  • Monitor procurement savings.
  • Manage logistics costs to revenue across all projects.
  • Ensure flawless delivery of client commitments.
  • Foster a positive team climate that inspires excellence.
  • Ensure profitable budget management and successful RFP implementation.
Requirements
  • Ability to handle multiple projects simultaneously and meet tight deadlines.
  • Strong program management, organizational, and communication skills.
  • Expertise in contract negotiation and client presentation.
  • Strong familiarity with technology and a desire to stay informed of current trends.
  • Demonstrated competencies in client focus, accountability, attention to detail, flexibility, and professional confidence.