Senior Coordinator

• Calendar Management for HODs - Send Invitation, Manage Calendars, Identify Clashes , Checking HOD schedule etc.
• Meeting Set Up - meeting room booking, AV set up, F&B requirement if any, Client event booking on restaurants , department activities
• Travel Arrangement with Sunway Travel - Home/ Leave/ Business / Travel Visa
• Maconomy - Leave Application, Expense Claims, Timesheet and Department Approvals
• Assist HOD with any required ad hoc follow up and vice versa assist to chase HOD on requests, if required

• Plan and execute company events, such as team-building activities, holiday parties, and vendor events
• Coordinate logistics for offsite meetings and events, including booking venues, arranging catering, and managing transportation
• Manage event budgets and timelines, ensuring events are executed within budget and on schedule
• Assist HR to Follow up - Repatriation for HOD, Work Visa , Entitlement, Home/Leave Passage, Insurance etc.

• Co-coordinate company events, such as team-building activities, holiday parties, and vendor events
• Client Visit Coordination to Office.: Coordinate set up and logistics for offsite and online meetings and events, including booking venues, arranging catering, and managing transportation especially for VIP guest and client
• Manage event budgets and timelines, ensuring events are executed within budget and on schedule

• Liaise with Wework on Meeting room and event booking
• Source and liaise with Birthday/Gifting Vendors for HODs
• Coordinate with delivery and courier services for internal/external distribution

• Stakeholder Management - Proven ability to work with senior leaders, clients, and vendors with professionalism and confidence.
• High-Level Coordination Skills - Experience managing multiple calendars, travel arrangements, and event logistics simultaneously.
• Event Planning & Execution - Hands-on experience in planning, coordinating, and running in-house and offsite events.
• Organizational & Attention to Detail - Demonstrated ability to track multiple moving parts without missing deadlines.
• Problem-Solving & Resourcefulness - Able to anticipate issues, find solutions quickly, and work independently.
• Mobility & Energy - Comfortable being on the move, setting up events, liaising with vendors, and managing last-minute changes.
• Approachability & Maturity - Personable, adaptable, and easy to work with; able to maintain composure under pressure.
• Communication Skills - Strong verbal and written communication in English (and local language if applicable).
• Tech & Tools - Proficient in MS Office / Google Workspace, calendar management tools, and basic event tech (AV setup, Teams/Zoom).
• Industry Fit - Experience in creative, media, events, hospitality, or similar fast-paced, non-corporate environments preferred but not mandatory.

• Education: Diploma or Degree in Business Admin, Events Management, Communications, or related field (or equivalent work experience).
• Experience:4-6 years in coordination, events, or admin roles; at least 2 years supporting senior stakeholders.
• Language: Fluent in English; other languages a plus.
• Availability: Able to work on-site, attend events, and occasionally work outside standard hours.
• Work Style: Independent, proactive, and comfortable with ambiguity.

VML