Event Operation Executive - #1113416

Overview:

TAC-Group is a Singapore registered company with offices in Singapore, Johor and Kuala Lumpur.   Candidate is to be based in Johor Bahru office and would be required to transit between Johor and Singapore Office at least twice weekly. For more information on the company, please visit: www.tacgroup.com.sg

Role Overview

The Event Operation Executive plays a key role in ensuring the smooth execution of events by coordinating logistical requirements, managing on-site operations, and working closely with internal teams, vendors, and clients. The individual is responsible for the planning, execution, and post-event processes, ensuring all events are delivered on time, within budget, and to the highest standard.

Key Responsibilities

1. Event Planning & Coordination

• Reports to the Operations Manager to understand event objectives, requirements, and deliverables.

• Liaise with clients, vendors, and suppliers to ensure all event elements are confirmed and executed effectively.

• Manage event timelines, checklists, and schedules to ensure timely delivery of all tasks.

• Handle vendor bookings (e.g., venue, AV equipment, transportation, catering) and negotiate contracts to secure the best value.

2. Logistics Management

• Plan and oversee the logistics of event setup and teardown, including venue layout, technical requirements, and safety measures.

• Coordinate transportation and shipping of materials, equipment, and displays.

• Ensure that event permits, licenses, and insurance are obtained as needed.

3. On-Site Event Management

• Supervise event setup and manage on-site operations to ensure the event runs smoothly.

• Act as the main point of contact for clients, vendors, and staff during the event.

• Address and resolve any issues or last-minute changes promptly and professionally.

• Ensure all safety and compliance standards are met.

4. Budget & Financial Management

• Assist in preparing and managing event budgets, ensuring cost control and financial accountability.

• Monitor expenses and reconcile invoices post-event to ensure accurate financial reporting.

5. Communication & Stakeholder Engagement

• Maintain effective communication with all stakeholders, including internal teams, clients, and vendors.

• Provide regular updates to the Project Manager on progress and potential challenges.

• Assist in preparing post-event reports, including feedback, performance metrics, and recommendations for future improvements.

6. Administration & Documentation

• Maintain organized records of event documents, contracts, and communications.

• Prepare reports, meeting notes, and other documentation as required.

Key Requirements

Education & Experience

• Diploma or Bachelor's degree in Event Management, Hospitality, Business, or a related field.

• 1-2 years of experience in event operations or a related role is preferred.

Skills & Competencies

• Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines.

• Excellent communication and interpersonal skills to build relationships with clients and stakeholders.

• Problem-solving ability and resourcefulness in handling on-site challenges.

• Meticulous attention to detail and a proactive mindset.

• Flexibility to work evenings, weekends, and travel when required.

Key Performance Indicators (KPIs)

• Timely delivery of all event milestones.

• Positive client feedback and satisfaction ratings.

• Adherence to budgets with minimal cost overruns.

• Efficient resolution of on-site challenges.

This role requires a passionate individual with a “can-do” attitude who thrives in a fast-paced environment and enjoys being part of creating exceptional event experiences.