Event Logistics Coordinator

Main Responsibilities:

• Manage all aspects of group dining, including identifying and securing venues for various meals (lunch, dinner, receptions), ensuring adherence to budgetary guidelines, and accommodating all dietary restrictions.
• Source, vet (in accordance with Austral Group protocols), and coordinate all local ground transportation for group transfers.
• Propose and manage the logistics for group cultural activities.
• Secure appropriate meeting venues for Speaker Sessions, ensuring all audiovisual (AV) and technical setup requirements are met.
• Cultivate strong relationships with vendors to optimize contract negotiation and secure favorable terms for recurrent venues and activities.
• Oversee and execute on-the-ground logistical support for all Austral Group events and visiting groups.
• Maintain strict control over the logistics budget, demonstrating resourcefulness in vendor selection while upholding Austral Group's high standards of quality.
• Ensure constant and fluent communication with the Program Manager, presenting all requested findings in a clear and organized format.
  
  

Key Competencies:

• Fluency in English and Japanese is required (proficiency in Chinese or Korean is highly desirable).
• Proven experience in event planning and coordination within the Japanese market.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent interpersonal and communication skills.
• Demonstrated ability to negotiate competitive pricing and payment terms with vendors.
• Self-motivated professional capable of independent work, collaborative contribution, multitasking, and effective deadline management.
• A proven track record of maintaining professionalism and composure while resolving unexpected logistical challenges.
  
  

Qualifications & Experience:

• Advanced proficiency in English.
• Bachelor's degree is required.
• Prior experience in event management and/or logistics is highly desirable.
• Possess strong communication, interpersonal skills, creativity, adaptability, and a positive professional attitude.
• Proficiency with Google Workspace.
• Experience with Salesforce, Navan, Slack, and Trello is a significant asset.