This role will be responsible for the day to day coordination of Haymarket Brand Media’s awards in Asia, including processing of award entries, enquires, processing registrations and payments, assisting with preparation and management of judging days, awards nights and general events.Work closely with the awards team across all HBM awards events.

Key Responsibilities:

General administration and reports

• Develop and manage tasks list, timelines for individual events while ensuring deadlines are met
• Administration and content update on the events’ website, plus manage the booking gateway registrations
• Prepare content and upload to the Online Entry Platform and work closely with vendor on any technical issues
• Supervise and motivate event coordinator, temp staff and onsite helpers
• Assist Events Manager on all administration, research, filing, reports, meeting and judging minutes
• Analyse the event’s success and prepare post event reports to Head of Awards Events

Coordinate and oversee

• Entries checking, preparation of judging conference calls and live judging (including detailed filing system, preparation of scoresheets, liaison with entrants, judges and staff)
• Preparation of winner lists, trophy orders, certificates etc. & liaison with in-house production team for preparation of event collaterals
• Coordinate onsite duties for smooth running and management of awards & judging sessions
• Liaison with finance department on accounts payable / receivable and follow up on purchase orders and outstanding payment
• Oversee venue search & negotiation. Site inspection when required
• Help to build relationships with key senior contacts within the industry to facilitate promotion of events
• Coordinate with internal Design & Production teams to manage all event related materials
• Coordinate with in-house Database team on collating market data and perform research as required. Update the clients’ & judges' database
• Coordinate and working with Marketing Team on external newsletter, social platforms and marketing promotion of the awards events
• Support event manager on coordination with judges and monitoring on their progress during the judging period

Vendors & Suppliers Management

• Assist in cost control, source and negotiations with vendors & suppliers for cost control over budget
• Sourcing, liaising and negotiating with suppliers & vendors to get the most competitive quotes and manage relationships including but not limited to hotels, audio visuals, productions, photographers, trophies etc.

Production and Logistics

• Work on production of awards shows, including events collaterals, table planning, material & print production
• Coordinate with AV vendors and all logistics on event management
• Production of awards shows, including audio-visual, stage management, table planning etc.
• Onsite logistics management of awards nights, events and judging sessions
• Manage overall awards event on execution, performance, and profitability
• Overseas travelling to on-site inspections or managing awards show events

Sales

• Encourage and drive awards entries and events table sales to grow revenue
• Aim to meet and surpass all revenue targets set for awards entries and table sales
• Work closely with Event Manager to keep track of entries and table sales bookings
• Follow up with emails or calls to drive entries and table bookings

Requirements

• Diploma in advertising, PR, marketing, hospitality management or related field is preferred
• Minimum 2 years track record in Event Management.
• Fluent in English, Cantonese and Mandarin (written and spoken).
• Understanding of how to work effectively across different internal stakeholders and team members with multi-tasking ability.
• Computer savvy; proficient in MS Office and knowledge of Wordpress is an advantage but not a must

Skills

• Extremely well organised and detail oriented
• Excellent communication and negotiation skills
• Remain composed in stressful situation and work independently
• Knowledge of KPIs and marketing techniques for event management
• A knack for problem-solving, ‘can do’ attitude
• A team player with leadership skills, self-motivation and enthusiasm
• Sales & marketing skills to promote the events to grow revenue

This position is full time, 5-day week and based in Quarry Bay, Hong Kong. We offer attractive remuneration package and excellent career opportunities to the right candidate.If you consider yourself as a team player with effective problem solving, ‘can do’ attitude, willing to learn, attention to detail, resilient and proactive, please send your CV to us.

Applications will be treated in strict confidence and information will be used for recruitment purposes only.