About Company
Seeking to transform visions into unforgettable realities? Career.zycto is a premier recruitment and talent solutions firm in Mauritius, committed to shaping the future of work. We cultivate environments where passion meets purpose, and for an Event Coordinator, this translates into a unique platform. Here, your meticulous planning, vendor management finesse, and on-site execution skills will be celebrated and crucial in delivering impactful events for our diverse clientele and internal engagements. Thrive in a culture that champions excellence and empowers you to orchestrate success from the ground up.
Job Description
Are you a master of orchestrating flawless experiences? Career.zycto is on the lookout for a highly organized, proactive, and detail-oriented Event Coordinator to join our vibrant team in Quatre Bornes. This pivotal role is dedicated to managing the intricate logistics and venue aspects of a diverse range of events, from corporate conferences and workshops to celebratory gatherings and community engagements, both for our internal needs and external clients.
As our Event Coordinator, you will be the linchpin ensuring every event runs seamlessly, from initial concept through to post-event breakdown. Your expertise will be crucial in identifying and securing appropriate venues that align with event objectives and budgets. This includes conducting site visits, negotiating contracts, and managing all venue-related arrangements, such as catering, audiovisual equipment, seating configurations, and décor. You’ll be responsible for developing comprehensive logistical plans, meticulously detailing timelines, resource allocation, and contingency strategies to mitigate potential challenges.
A significant part of this role involves end-to-end vendor management. You will cultivate strong relationships with caterers, decorators, AV technicians, transport providers, and other suppliers, ensuring they meet our high standards for quality and service. Your negotiation skills will be vital in securing competitive rates without compromising on excellence. Furthermore, you will oversee event budgets, tracking expenditures, processing invoices, and ensuring financial targets are met.
On event day, you will be the central point of contact, coordinating all on-site activities, managing staff and volunteers, and swiftly resolving any emergent issues. Your calm demeanor under pressure and ability to multitask effectively will be key to successful execution. Post-event, you will be responsible for comprehensive debriefs, gathering feedback, analyzing event performance against objectives, and preparing detailed reports to inform future strategies. This role is perfect for someone who thrives in a fast-paced environment, possesses exceptional communication skills, and has a passion for creating memorable and impactful events.
Key Responsibilities
- Plan and execute all logistical aspects of events, including timelines, resource allocation, and contingency plans.
- Research, identify, and secure suitable venues, conducting site visits and negotiating contracts.
- Manage all venue-related arrangements such as catering, A/V, seating, décor, and signage.
- Oversee comprehensive vendor management, including sourcing, negotiation, and coordination with suppliers (caterers, decorators, transport, etc.).
- Develop and manage event budgets, track expenditures, process invoices, and ensure financial accountability.
- Coordinate on-site activities, manage event staff/volunteers, and resolve issues promptly and efficiently during events.
- Ensure compliance with all health, safety, and regulatory requirements.
- Conduct post-event evaluations, gather feedback, analyze performance, and prepare detailed reports.
- Maintain clear and consistent communication with stakeholders, clients, and internal teams.
Required Skills
- Proven experience as an Event Coordinator or similar role, specifically focused on logistics and venue management.
- Exceptional organizational and project management skills with keen attention to detail.
- Strong negotiation and vendor management abilities.
- Proficiency in budget management and financial tracking.
- Excellent communication, interpersonal, and presentation skills (both written and verbal).
- Ability to work effectively under pressure and manage multiple projects simultaneously.
- Proficiency in event management software and Microsoft Office Suite (Excel, Word, PowerPoint).
Preferred Qualifications
- Bachelor's degree in Event Management, Hospitality, Marketing, or a related field.
- Certification in Event Management (e.g., CMP, CSEP).
- Experience with corporate events and conferences.
- Knowledge of local venues and vendors in Mauritius.
- Fluency in French and English.
Perks & Benefits
- Dynamic and collaborative work environment.
- Opportunities for professional growth and development.
- Exposure to a diverse range of events and industries.
- Competitive salary and performance bonuses.
- Comprehensive health benefits package.
- Generous paid time off.
- Team-building activities and social events.
How to Apply
If you are a highly motivated and skilled Event Coordinator with a passion for delivering exceptional experiences, we encourage you to apply! Please click on the application link below to submit your resume and a cover letter detailing your relevant experience and why you are the ideal candidate for this role.
