About Company
Are you a detail-oriented professional passionate about creating unforgettable experiences? Hiring.zycto is rapidly expanding its footprint in dynamic event management across South Wales, and we’re seeking individuals who thrive on bringing visions to life. We believe that exceptional events begin with meticulous planning and flawless execution, which is why we value precision and creativity. Join a collaborative team where your expertise in conference setup and logistical coordination will directly contribute to our reputation for delivering top-tier corporate and special events. This is your chance to elevate your career within a supportive environment that champions innovation and professional growth.
Job Description
Hiring.zycto is on the lookout for a highly organised and energetic Event Coordinator with a specialized focus on conference setup to join our growing team in Lisvane, Cardiff. This pivotal role is perfect for someone who excels at transforming concepts into successful, seamless events. You will be instrumental in delivering a diverse portfolio of corporate conferences, workshops, and other professional gatherings, ensuring every detail from initial planning to post-event breakdown is handled with precision.
As our Event Coordinator, you will be the lynchpin for pre-event planning, on-site execution, and post-event analysis specifically for our conference division. Your day-to-day will involve a dynamic mix of stakeholder engagement, vendor management, logistical coordination, and meticulous on-site setup. We pride ourselves on creating impactful and memorable experiences for our clients and their attendees, and your contribution will be critical in upholding this standard. If you possess a proactive approach, an unwavering eye for detail, and a passion for bringing large-scale events to life, we want to hear from you.
This is more than just a coordination role; it’s an opportunity to shape the success of key business events, develop strong professional relationships, and work within a supportive team that values innovation and efficiency. You will be challenged to manage multiple projects simultaneously, adapt to changing requirements, and consistently deliver under pressure. We offer a vibrant workplace where your contributions are recognised, and your professional development is encouraged. Come make a tangible impact with Hiring.zycto, where every event is an opportunity to exceed expectations.
Key Responsibilities
- Coordinate all aspects of conference setup, including venue preparation, technical requirements (AV, lighting), catering, and delegate registration areas.
- Develop detailed event timelines, checklists, and floor plans to ensure smooth execution.
- Liaise effectively with clients, vendors, and internal teams to gather requirements and communicate progress.
- Manage supplier relationships, negotiating contracts and ensuring timely delivery of services.
- Oversee on-site event setup, ensuring all elements are in place, branded correctly, and function perfectly.
- Troubleshoot any issues that arise during setup or the event itself, demonstrating quick problem-solving skills.
- Coordinate staffing for events, including briefing and managing temporary staff or volunteers.
- Conduct post-event evaluations, gathering feedback and preparing reports to identify areas for improvement.
- Maintain accurate records of event budgets, expenses, and invoices.
Required Skills
- Minimum of 2 years of experience in event coordination, with a strong focus on conference or corporate event setup.
- Demonstrable experience in logistics management and vendor negotiation.
- Exceptional organisational skills with a keen eye for detail and ability to multitask.
- Proficiency in event management software and Microsoft Office Suite (Word, Excel, PowerPoint).
- Excellent communication and interpersonal skills, capable of building rapport with diverse stakeholders.
- Ability to work effectively under pressure and adapt to changing circumstances.
- A proactive and problem-solving mindset.
Preferred Qualifications
- Bachelor's degree in Event Management, Hospitality, Marketing, or a related field.
- Experience with AV equipment setup and basic technical troubleshooting.
- Knowledge of health and safety regulations pertinent to event management.
- Familiarity with the Cardiff events venue landscape.
Perks & Benefits
- Competitive annual salary.
- 25 days annual leave plus bank holidays.
- Opportunities for professional development and training.
- Company pension scheme.
- Flexible working options where applicable.
- Collaborative and supportive team environment.
- Regular team social events.
How to Apply
Ready to bring your event coordination expertise to a dynamic team? We encourage all qualified candidates to apply by clicking the application link below. Please ensure your CV and cover letter highlight your specific experience in conference setup and event logistics.