Project Coordinator

PROJECT COORDINATOR- QUINTESSENTIALLY EXPERIENCES

INTRODUCTION TO QUINTESSENTIALLY

Expect the best. Experience Better.

For the world’s most discerning individuals, brands and corporates, Quintessentially is the ultimate destination for comprehensive lifestyle management and brand experiences. It’s the pinnacle of personalisation and the epitome of exclusivity.

Combining an unwavering commitment to redefining excellence with a clientele that demands nothing short of perfection, Quintessentially elevates every aspect of its clients’ lives to unparalleled heights through meticulous attention to detail.

As the world’s leading luxury lifestyle management group, Quintessentially has not only paved the way in this space but continues to shape a new standard for luxury concierge services.

JOB SUMMARY

We are looking for an enthusiastic Project Coordinator to join our growing agency team in Singapore. The role is primarily to provide support to the Head of Quintessentially Experiences in Singapore, working across a broad range of projects with tasks to include supplier/venue research, creating presentations, attending client meetings and site visits, supporting busy event operations across multiple projects and general administration.

KEY DUTIES

Contribute content and event ideas for assigned project briefs.
Supporting with creation and formatting of creative proposals and project budgets - with meticulous attention to detail.
Assist in the development of comprehensive project plans, including timelines, task assignments, and resource allocation.
Monitor and track project progress, ensuring all milestones are achieved within the set schedule.
Coordinate communication with internal stakeholders and with external vendors to ensure alignment on project objectives and timelines.

Take detailed minutes during both internal and client meetings.

Prepare and distribute project documentation, such as schedules, databases, meeting minutes, and status reports.
Help coordinate the logistical components of events, including venue arrangements, transportation, accommodation, and equipment rentals
Assist with managing inventory and procurement of event materials, ensuring timely delivery and proper distribution.
Oversee the shipping and receiving of event materials, ensuring all items are accounted for and in good condition.
Assist with on-site event setup and teardown, ensuring all logistical elements are executed according to plan.
Maintain project files and documentation, ensuring all records are organized and up to date.
Assist with scheduling meetings, coordinating travel arrangements, and preparing materials for presentations.

Supplier and venue research.
Engage in positive and commercial supplier relationships (hotels, venues, third party suppliers etc)
Manage elements of events i.e. gifting or restaurant bookings/experiences, goodie bags, delegate management and registration including dealing with guest enquiries in a timely and professional manner.
Ad hoc diary management.

HOURS OF WORK

Contractual hours are from 0930 to 1830 Monday to Friday.

However, it may be the case that in order to fulfil the duties of the role, different or additional hours may be necessary. Requirement to be on call outside working hours in case of service-related emergency.

REQUIREMENTS

2+ years agency experience.
Experience in events agencies preferred.
Strong interpersonal skills.
Good working knowledge of MS packages (Word, PowerPoint, Excel) at Intermediate level at a minimum - Essential
Excellent written & oral communication.
‘Can-do’ attitude – ready to always get involved and work across a multitude of events and projects.
Resilient to last minute changes and ability to react accordingly.
Always being ahead/proactive.
Fast learner – adapting to new processes in rapid change climate.
Confident, with the ability to prioritise and meet deadlines working under pressure.
Proactive & reactive simultaneously
Ability to remain calm & courteous under pressure, and effective at conflict management.
Excellent interpersonal skills
Mature approach, dedicated and committed with a strong drive.
Reliability - excellent time keeping is crucial to this role.
Experienced in dealing with confidential and highly sensitive information, using discretion and a professional manner at all times.
Willingness to travel and work abroad.
Team player who contributes to the company culture

HOW TO APPLY

If you would like to apply for this role, please send your cv to [email protected]

Quintessentially is an equal opportunities employer. We value and respect all differences (seen and unseen) in all people and aspire to deliver inclusive working experiences. Applications are encouraged from individuals regardless of age, disability, sex, gender, sexual orientation, pregnancy and maternity, race, religion or belief, and marriage and civil partnerships.

For information about how we collect, store and use information about you, please see our Privacy Policy using the following link: https://www.quintessentially.c...