Events & Vendor Management Senior Executive/Executive

Job Summary

The Events & Vendor Management Senior Executive / Executive is responsible for managing end-to-end event planning, execution, and post-event review, while supporting business growth through strong client, vendor, and stakeholder management.

This role combines commercial awareness, operational delivery, administrative governance, vendor financial coordination, and service excellence, requiring a professional who can operate independently and manage multiple workstreams effectively.

Key Responsibilities

Business Development &Growth

• Identify and support new business opportunities aligned with organizational growth strategies

• Contribute to proposal development, pitching, and commercial discussions

• Identify cross-selling and up-selling opportunities across internal business units

• Support the sourcing and evaluation of potential vendors and partners to strengthen service capabilities

• Represent the organisation at relevant industry or networking events when required

Client & Account Management

• Serve as the primary point of contact for assigned clients, ensuring consistent and professional service

• Manage pre-sales and post-sales processes including proposals, contracts, quotations, and invoicing in accordance with company SOPs

• Define and manage project scope, timelines, budgets, and operational strategies

• Ensure client requirements are clearly communicated and executed across internal teams and vendors

Event Planning &Execution

• Lead end-to-end event delivery, including planning, logistics coordination, transport scheduling, and manpower deployment

• Oversee pre-event preparation, on-site operations, and post-event wrap-up

• Supervise on-site staff and vendors to ensure smooth event flow and prompt issue resolution

• Conduct post-event reviews (AARs) and recommend operational improvements

Vendor & Stakeholder Management

• Manage and coordinate vendors, service partners, and internal stakeholders to ensure alignment and service quality

• Source, assess, and recommend new or alternative vendors based on operational needs, performance, and cost effectiveness

• Track vendor deliverables and follow up on outstanding actions

• Monitor vendor performance and support continuous improvement of vendor partnerships

Vendor Invoicing, Finance& Payment Monitoring

• Prepare and verify vendor invoices, ensuring accuracy, completeness, and alignment with agreed terms and services delivered

• Coordinate with vendors and internal finance teams to resolve invoice discrepancies in a timely manner

• Monitor the status of vendor payments and follow up on outstanding payments as required

• Support basic cost control and reconciliation activities to ensure financial accuracy for events

• Maintain proper documentation to support audit, finance, and compliance requirements

Administrative &Governance Duties

• Maintain accurate event documentation, including project plans, schedules, approvals, and operational records

• Manage procurement and purchasing processes in accordance with internal SOPs

• Track budgets, costs, and approvals to support responsible financial governance

• Ensure timely submission of post-event reports, AARs, and management updates

• Support audit, safety, governance, and reporting requirements

• Maintain accurate data for management reporting and performance tracking

Mailbox & Enquiry Management

• Manage shared events and vendor management mailboxes, ensuring timely, accurate, and professional responses

• Act as the first point of contact for client, vendor, and internal enquiries related to events and operations

• Assess enquiry priorities and coordinate with internal teams to provide clear responses or follow-up actions

• Track and follow up on open enquiries to resolution

• Maintain enquiry records to support service quality monitoring and handovers

Requirements

• Diploma or Degree in Events Management, Business Administration, Logistics, or a related discipline (preferred)

• Experience in event coordination, event management, operations, or vendor management

• Strong communication, coordination, and stakeholder management skills

• Comfortable handling administrative, financial, and operational responsibilities

• Ability to work under pressure in fast-paced environments

• Proficient in Microsoft Office (Excel, Word, PowerPoint)

• Willingness to work flexible hours including weekends and public holidays

• Possession of a valid Class 4 Driving License and BDVL with clean record (added advantage)

• Technical or transport operations knowledge (added advantage)