THE ORGANISATION:
You can take pride knowing that you will be working with the largest individual-member organisation serving managers, engineers, scientists, and other professionals worldwide in the upstream segment of the oil and gas industry a vital energy and material resource. From our beginning in the early 1900's, SPE has grown to nearly 119,000 members in 138 countries. SPE is a not-for-profit organisation with operations around the world.
THE OPPORTUNITY:
This position is responsible for the coordination of event, sponsorship, exhibition, and venue operations, as well as vendor management, logistics, and safety and security as it pertains to assigned events. As an Event/Project Coordinator, you will play a vital role in ensuring the smooth execution and success of each event, working closely with the Event/Project Manager and various stakeholders.
THE IMPACT YOU WILL MAKE IN THIS ROLE
Key Duties and Responsibilities:
As an Event/Project Coordinator, you will play a crucial role in supporting our Event/Project Manager in the successful execution of various events and projects. Your responsibilities will include:
Event Planning and Coordination:
Assist in the preparation of event production schedules and timetables.
Manage sponsorship and exhibition deliverables, including client services, logistics, and administration.
Handle invoicing and collections for sponsorships and exhibitions, ensuring timely and efficient processing.
Prepare accounts receivable reports and assist in collection efforts.
Vendor and Venue Coordination:
Liaise with venues, exhibition contractors, audio-visual vendors, IT service providers, and premium suppliers to coordinate event logistics.
Support the onsite arrangement of room setups, F&B orders, AV, IT, and safety/security measures.
Committee and Program Support:
Manage the committee formation process, from identifying representations to onboarding members.
Provide administrative and secretariat support to Event/Project Manager and committees, coordinating all relevant event components.
Work with IT systems to develop and deliver event and technical programs.
Communicate with authors, discussion leaders, and speakers regarding submissions and presentation materials.
Delegate and Staff Support:
Assist with delegate acquisition, registration, and the preparation of business letters.
Prepare and send appreciation letters to committees, speakers, and sponsors.
Handle staff travel arrangements, including flight and hotel bookings, and travel insurance for events.
Event Implementation and Compliance:
Support pre-event and onsite planning to ensure successful event delivery.
Assist in post-event follow-ups, budget monitoring, and financial compliance.
Compile event statistics and survey summaries.
Attend and carry out onsite duties as assigned.
System Maintenance and Other Duties:
Maintain the integrity of the company's systems, including databases, registration, and record-keeping software.
Assist management with other projects as required.
just the details as needed!
YOUR SKILLS AND EXPERTISE
Relevant Diploma or Degree with a minimum of 5- 6 years of experience in event management or a related field.
Strong organisational, analytical, and communication skills, with the ability to work independently and harmoniously on a wide range of projects with members, fellow staff, and hospitality industry suppliers.
ADDITIONAL ATTRIBUTES FOR SUCCESS IN THIS ROLE
Excellent command of English, with additional languages like Bahasa Malaysia or Mandarin being an advantage.
Proficiency in MS Word, Excel, PowerPoint, and other relevant IT systems.
Ability to travel internationally for onsite event management and meetings.
Self-motivated, detail-oriented, and results-driven with the ability to manage multiple projects simultaneously.
Confident in presenting ideas and information to members, colleagues and customers.
BENEFITS AND PERKS
The following benefits apply to SPE Malaysia employees and similar benefits may apply to global offices.
Long Weekends - if you enjoy long weekends, you will really appreciate our 9/80 schedule which allows for every other Friday off!
Medical Benefits Starting Day 1 - all the great medical benefits that you would expect from a top employer with multiple available plans to fit your needs medical, dental, vision (starting from your first day of employment no waiting period)
Hybrid Work Model - your role may allow you to work remotely several days a week.
Employee Well Being Program - at no cost to employee - includes emotional support, work-life solutions, and online support for expert advice.
To avoid delays in considering your application, please complete all questions within the application including your expected salary range for this role.
Society of Petroleum Engineers is an Equal Opportunity Employer
We welcome diversity in our workforce and encourage all qualified applicants to apply.
