MICE Operations Coordinator

Job Purpose
The primary role of the MICE Operations Coordinator is to ensure the seamless coordination and execution of all essential services, including but not limited to vehicle arrangements, contact center services, and other logistical requirements for the MICE team. This entails diligently following action plans provided, maintaining effective and efficient administration functions that align with business needs, and upholding company standards and vision.
By ensuring strict adherence to company guidelines and SOPs, the MICE Operations Coordinator facilitates smooth operations, contributing to overall organizational success.
* Strategy
• Establish MICE operational standards for the department and maintain/update SOPs as necessary to align with business requirements.
• Coordinate with external suppliers to secure necessary services for all groups, adhering to company financial protocols and utilizing nominated suppliers designated by the team.
• Ensure all services are booked and executed in accordance with provided action plans.
• Ensure events meet quality standards and surpass client expectations.
• Promptly and effectively address any quality issues or concerns.
* Execute
• Arrange transportation, accommodation, and catering for event attendees.
• Coordinate travel arrangements for attendees, including flights, ground transportation, and accommodations.
• Manage event budgets and expenses effectively.
• Ensure compliance with health and safety regulations and other legal requirements.
• Oversee set-up, breakdown, and coordination of all event logistics.
• Manage event staff and volunteers, including assigning roles and responsibilities.
• Act as a point of contact for clients, vendors, and attendees during events.
• Resolve any issues or emergencies that may arise during events.
• Communicate event details, schedules, and updates to all stakeholders.
• Prepare and distribute event materials, including agendas, presentations, name badges, etc.
• Maintain accurate records and documentation related to events, including budgets, contracts, and attendee information.
• Collaborate with other members of the MICE, Operation, Contracting and Finance teams to ensure seamless execution of events.
• Participate in team meetings and brainstorming sessions to generate ideas and solutions.
• Incorporate new ideas and approaches into event planning and execution processes.
• Suggest, inspect, and develop products suitable for the MICE department.