Qlic Solution Hiring! Full Time Event Operations Assistant Manager in Selangor - Ricebowl

Event Planning & Project Management

• Manage the end-to-end planning and execution of assigned events and projects.
• Translate client briefs and project requirements into detailed event plans and action plans.
• Develop project timelines, checklists, schedules and operational plans.
• Coordinate multiple projects simultaneously while ensuring deadlines and deliverables are met.
• Monitor project progress and proactively identify potential issues or delays.
• Ensure all event requirements are properly planned before the event day.

Vendor & Supplier Management

• Source, brief, coordinate and manage event vendors and suppliers.
• Liaise with venues, production houses, AV suppliers, fabricators, caterers, entertainers, manpower suppliers, logistics providers and other event partners.
• Obtain and compare quotations and negotiate with vendors where required.
• Monitor vendor performance, quality, timelines and agreed deliverables.
• Ensure all suppliers understand their responsibilities and event requirements.

Event Logistics & On-Site Execution

• Coordinate event setup, rehearsal, event day operations and dismantling.
• Prepare and monitor event run sheets, floor plans, production schedules and manpower arrangements.
• Coordinate venue access, loading/unloading, equipment, transportation, registration, guest flow and other logistical requirements.
• Be present on-site to supervise event execution and ensure all activities run according to plan.
• Coordinate internal teams, vendors, crew, promoters and other event personnel on-site.
• Troubleshoot unexpected issues quickly and provide practical solutions during live events.
• Ensure the event environment, setup and operations meet Qlic's quality standards and client expectations.

Budget & Cost Control

• Assist in preparing and monitoring event budgets.
• Track project expenses and ensure spending remains within the approved budget.
• Review vendor quotations and identify cost-saving opportunities without compromising quality.
• Coordinate with Finance on purchase orders, invoices and payment-related matters.
• Ensure project costs and supporting documents are properly recorded.

Client & Stakeholder Coordination

• Work closely with clients to understand event requirements and operational expectations.
• Attend client meetings, site visits and event briefings where required.
• Provide clients with regular updates on project progress.
• Manage operational expectations and communicate changes or issues professionally.
• Build positive working relationships with clients, vendors and other stakeholders.

Team Coordination

• Coordinate and guide event executives, coordinators, part-timers, promoters and event crew.
• Allocate tasks and ensure team members understand their responsibilities.
• Brief the event team before setup and event commencement.
• Monitor team performance and provide guidance during event execution.

Post-Event Management

• Conduct post-event debriefs with the project team and relevant stakeholders.
• Prepare post-event reports, including project outcomes, issues, feedback and recommendations.
• Review vendor performance and identify areas for improvement.
• Ensure all project documentation, invoices and outstanding matters are properly closed after each event.
• Recommend improvements to Qlic's event processes and operational standards.