Event Coordinator (Onsite)

Want to be part of a community that focuses on work-life balance, provides competitive salary and fantastic opportunities?

The Backroom Offshoring Inc. is a KPO company experiencing strong dynamic growth and we want you to be part of it!

Located at One West Aeropark in Clark Pampanga, a world-class building with top facilities, a conducive work environment is guaranteed!

ABOUT US:

The Client is a leading global drinks agency with headquarters in London, Sydney, Los Angeles, New York & currently launching in São Paolo. In two decades we have earned a reputation for excellence, style & reliability, which has seen the biggest names in the drinks & events industries come to rely on us for a growing range of services.

The Client creates experiences that closer connect people to brands while creating a culture for growth.

• STUDIO - Creative Services & Design
• EXPERIENTIAL - 360 Event Production
• HOSPITALITY - Beverage, Food & VIP Table Service
• MARKETING - Trade Marketing & Strategy

WE DON’T JUST DO DRINKS.

The Client specializes in Event/Festival Production, Hospitality, Brand Marketing/Strategy, Creative Services & Experiential Marketing. Our STUDIO creative services include content creation, branding, photography, videography, 3D modeling & graphic design.

The Client's mission is to challenge healthy growth while creating lasting memories through impactful experiences. We develop our people, nurture a learning environment, champion grit, embrace challenges, encourage a growth mindset & aim to build better people, which in turn create better TEAM mates.

In this role, your time will be spent between the below key functions:

·        POSITIVE TEAM WORKFLOW – Making sure there is a high performing & positive work environment for all those involved in your projects.

·        PROJECT ADMIN – Building & helping all project documentation, this includes setting up TEAMS channels, INT/EXT meetings & supporting general project supporting docs.

·        PROCESSES & PROCEDURES – Helping upkeep project workflow & processes. Helping give feedback on ways to improve efficiency & effectiveness on team output.

·        NEW BUSINESS DEVELOPMENT - Drive & convert business development for both new & existing clients, in line with S&C’s growth strategy.

·        EVENT PROCESSES & PROCEDURES - Supporting all project operational processes & protocols. Including but not limited to; contractor training, warehouse logistics, bar set up, vendor management & ergonomics, event plan building, operational documents, client handling on site, portfolio allocation etc

·        DEPARTMENT – Ensure execution is meeting required GP%, with the overall department meeting the target GP% & NP%

·        COMMUNICATIONS – Ensure excellent communications both internally & externally. Updating all documents for projects including but not limited to timelines, financial roll ups, calendars, databases, SOP’s, Staff briefing documents & key communication documents.

·        FINANCIAL - Responsible for gross profit targets being achieved on all projects. You will have full visibility to quotes & be required to manage budget trackers to ensure company targets are being met.

·        REPORTING – Ensuring weekly updates internally to the S&C account leads, this will then be used as part of the weekly/monthly & annual reporting.

·        TEAM CULTURE –  Help build an inspiring, inclusive & unified team culture within Sweet&Chilli. This includes being positive, contributing to the business by supporting the S&C core values & bringing your best self to the work place everyday.

DAY TO DAY

·        Support all project leads on required tasks

·        Manage project budgets from quote to invoice with a P&L

·        Oversee & support projects - revenue, gross profit & net profit

·        Support incoming email & phone requests for new event business

·        Ensure all budget trackers are up to date for internal reporting daily

·        Plan & execute a business development plan with new & existing clients

·        Find cost efficiencies across the department where available

·        Build excellent vendor relationship while regularly building & updating databases

·        Build & maintain excellent client relationships at all levels

·        Support the wider Sweet&Chilli team in planning, testing, implementation, and evaluation of client brands & new business opportunities

·        Upkeep of all S&C digital platforms – Asana, Foodstorm, Harvest, Pipeline, Slack & Calendars

·        Support S&C’s social media/marketing strategy when required

·        Efficiently managing all expenses both personal PEX & ops expenses

·        Ownership over company logistics including but not limited to warehouse management, inventory, vehicles & office

·        Working with various departments to ensure good & cohesive workflow. Making sure bandwidth is considered & standards remain high.

·        Build & maintain excellent client relationships at all levels, anticipating growth opportunities & offering brand solutions

·        Find cost efficiencies across the department where available

·        Build & grow a community of national freelance staff in all areas

·        Ensure your training, onboarding & execution protocols for activations is being used effectively.

·        Ensure all budget tracking is up to date for internal reporting & client reconciliation

·        Support Directors/s on project reporting & analysis

·        Host & proactively schedule internal meetings & recaps as necessary

·        Contribute & drive ideation during S&C ‘Idea Generator’ meetings

·        Own weekly Dept. WIP meetings, contribute to team culture & come prepared for all internal 1:1 meetings

·        Manage project timelines effectively, communicating both internally & externally. Over communicate as necessary

·        Build excellent vendor/resource relationships while regularly building & updating databases

·        Ensure all financials are in line with company policies including PEX & staff expenses

·        Support S&C’s social media/marketing strategy with images & image databases from event teams

REPORTING

·        Weekly reporting into Director/s during weekly 1:1

·        Client budget reconciliations, newsletters for program activity & results from field campaigns

·        Manage and keep department WIP’s documents & meeting on track up to date

·        Accounts - Ensure all staff payments & supplier invoices are handled on time & correctly

·        Accounts – Present complete budget trackers each week to Director/s / financial manager

KEY DELIVERABLES – KPI’s

·        PROJECT MANAGEMENT – Effectively support team members to complete their tasks with excellence while also owning your own task list with initiative, ownership & efficiency.

·        PROGRAM MANAGEMENT - Manage assigned events with excellence. Effective client/staff/vendor communications while meeting financial targets.

·        COACHABLE & GROETH MINDSET – Ensure you’re improving each day, seeking feedback on ways to improve alongside helping yourself & team mates around you to thrive & succeed.

·        INT REPORTING - Updates on projects managed, recaps with review against annual targets. This stems from quality weekly meetings with structures, agendas & goals which you will lead.

·        BUDGET TRACKERS - Ensure all budget trackers are available & company targeted margins are met.

·        COMMUNICATIONS - Ensure all internal communication tools are being used effectively such as Scoro, Asana, calendars, teams, emails & whatsapp. Emails/TEAMS are responded to in a timely matter.

·        TEAM - Build & grow our contractor & vendor team for both the infield work of HOSPITALITY, MARKETING & EXPERITIAL.

·        RELATIONSHIPS - Maintain excellent client relationships with regular updates internally on progress

·        WOW - Maintain all S&C WoW protocols including project allocation/CRM, project pipeline, Scoro, templates etc.

·        EXT REPORTING - Prompt & concise client facing reporting & communication

·        FINANCE – Weekly call covering weekly budget trackers, contractor payments & vendor invoicing

PERSONAL COMPENTENCIES

·        Proficient IT skills (Word, Excel, Outlook, Keynote, G drive, Dropbox, external online platforms)

·        Efficient management of your output, including managing shared calendar & time blocking for performance

·        Proficient reporting skills & management of reporting scenarios

·        Strong time management skills with proven ability to manage several projects at once

·        Thrive in a fast-paced environment & ability to work under tight timelines

·        Willingness to work weekends & work extended hours when necessary

·        Extremely sociable and strong drive to lift those around you to get the best work ethos from surrounding individuals

·        Strong email communications with both client & S&C internally, ensuring responses are met promptly

KEY WORKING RELATIONSHIPS                                         

Internal

·        Senior Leadership / Directors

·        Account Managers

·        Financial Manager

·        Global HOSPITALITY team members – UK & Australia

External

·        USA clients

·        Service providers & vendors

Work Set-up:
Onsite

Work Schedule:
For confirmation with the client

Benefits

🌟 Why Join Us?

Benefits:

Our benefits package is designed for full-time roles. For part-time/project-based roles, some benefits may or may not apply and will be discussed during the interview.

Core Benefits:

• HMO on Day 1 + Free coverage for 2 dependents after 2 years
• Life Insurance
• Government-mandated benefits
• 20 Annual Leave Credits
• 13th-month pay
• Birthday & Bereavement Leave

Onsite/Hybrid Extras:

• Travel Subsidy
• Staff House Accommodation (within certain distance)
• Free Shuttle Service
• Free Lunch & Uniform
• Perfect Attendance Bonus

For All Employees:

• Onboarding Training
• Monthly Engagement Activities
• Birthday Gift & Weekly Treats
• Christmas Hamper & Anniversary Gift
• Opportunity to Travel

💰 Referral Bonus

Refer a friend and get up to PHP 8,000 via GCash for every successful hire in this role!

• Grad trainees, junior, entry-level, and admin positions: PHP 3,000
• Intermediate positions: PHP 5,000
• Senior and hard-to-fill positions: PHP 8,000

Referral link: https://rb.gy/u35c6

📣 Apply Now

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