Event Project Coordinator (Rotterdam)

Our client is an international strategy company, predominantly specialising in the pharma & life science sector.

Within the healthcare sector, they operate in life sciences, medical services, biotech, and pharmaceutics, conducting business all over the globe, but their main clients and activities are currently based in the US and in Europe.

Candidates must already be residing in the NL

Role Purpose

The Event Project Coordinator is responsible for creating seamless event experiences for clients. Liaising confidently and clearly with external Meeting Owners/Stakeholders as well as internal colleagues, the Project Executives plan, organize and deliver live, virtual, and hybrid events from the initial conceptualization through to the final invoicing. The goal is to ensure clients’ objectives are met and that events exceed their expectations.

Responsibilities

Project Management

• Develop a detailed plan to translate clients’ requirements into deliverables, supplier needs, a budget, and work plan, track and ensure all business-critical deadlines are met;
• Monitor and diligently oversee the financial process during various phases of the projects and proactively inform involved parties;
• Proactively communicate to ensure Clients are up to date with all aspects of event planning arrangements throughout the life cycle of the project;
• Conduct post-event debrief with clients and other stakeholders and where relevant, take appropriate actions;
• Ensure delivery of all live, virtual and hybrid events in accordance with compliance and client-defined guidelines;
• Ensure projects adhere to the principles and codes of corporate governance.

Event Management System (EMS)/Administrative Tasks

• Set up registration process using EMS/Cvent, including registration website;
• Undertake the completion of the invitation & attendee management process including communication, database management & reporting;
• Coordinate Clients requirements with all internal/3rd party suppliers and service providers (eg. project and faculty-related flights, hotel, and other logistical requirements);
• Process purchase orders/invoices and timely/accurately maintain project finance records;
• Ensure development, production, ordering, and shipping of project materials;
• Monitor all compliance-related tasks, reports, project files, and archives are completed;

Financial Management

• Prepare and maintain budgets throughout the life-cycle of each project;
• Ensure financial tracking of each project and conduct regular health checks to ensure positive cash flow;
• Maximize the profitability of projects including supplier negotiation and up-selling of additional services to clients;
• Execute effective scope management to identify and charge clients for out-of-scope activities;
• Identify, quantify and report cost avoidance/saving measures;
• Submit accurate final reconciliation of projects within agreed timelines;
• Implement cost-efficient time management;
• Compile and analyze financial and project evaluation reports.

Sourcing and Contracting

• Review and negotiate contracts with the relevant 3rd party suppliers and vendors;
• Evaluate meeting locations, countries, cities, and properties and provide strategic advice to clients.

Client Relationship Management

• Ensure that clients’ requests are promptly and satisfactorily attended to;
• Under the guidance of the Team Lead, develop and maintain client relationships at every phase of the project lifecycle;
• Where relevant, contribute to the development of existing and/or new business opportunities.

Onsite Management/Support

• Conduct onsite inspections and undertake planning meetings with all suppliers, where required;
• Be visible on the ground to engage with meeting and/or other stakeholders, ensure and manage successful event experiences;
• Where appropriate, engage with key stakeholder(s) to identify possible future meeting needs and provide follow-up. Under the guidance of the Team Lead and where appropriate, engage with key stakeholder(s) to identify possible future meeting needs and provide follow-up.

Support to Project Managers

• Where required, provide administrative and/or project support to Project Managers;

Any other duties, as required from time to time.

Qualifications

• Bachelor’s degree preferably in hospitality-related, event management, or similar studies.

• Hands-on experience in coordinating live, virtual, and hybrid meetings and events within a fast-paced international working environment;
• Fully proficient in using Microsoft Office suite, proven aptitude for technology and analytical skills;
• Knowledge and experience working with different virtual platforms;
• Accuracy, attention to detail, organizational and follow-up skills;
• Able to multi-task and deliver quality results under pressure/tight constraints;
• Able to communicate ideas and information clearly and confidently in the English language;
• Affinity working with numbers and big data. Experience in invoice processing and/or financial data reporting is a plus;
• Able to travel extensively, including weekends/public holidays.