Job Description

We are seeking a detail-oriented and proactive Sales Admin Executive (Event Operations Admin) to support event-related administrative processes and operational activities. This role focuses heavily on documentation, contract management, approval workflows, payment processing, vendor coordination, and event operation support to ensure smooth execution and compliance with internal procedures.

Key Responsibilities

1. Event Administration & Process Management

• Support the planning and execution of events, including virtual meetings, workshops, conferences, symposiums, sponsorship activities, and third-party events.
• Manage event creation and approval workflows through internal systems.
• Ensure compliance with company policies, SOPs, and event governance requirements.
• Maintain accurate records and documentation related to event activities.

2. Contract & Documentation Management

• Draft, prepare, and follow up on contracts, agreements, and supporting documents for approval.
• Track and maintain event-related documents, contracts, and records.
• Coordinate with internal stakeholders and vendors to ensure documentation is complete and compliant.

3. Payment & PO Administration

• Create and track Purchase Orders (POs) for event-related activities.
• Coordinate invoice collection, verification, and payment processing.
• Monitor payment status and follow up with relevant stakeholders to ensure timely settlement.
• Maintain accurate expense records and supporting documentation.

4. Vendor & Stakeholder Coordination

• Coordinate with vendors, suppliers, and internal teams regarding event requirements and administrative processes.
• Follow up on assigned tasks and ensure timely completion of deliverables.
• Address inquiries related to event operations, documentation, and payment status.

5. Logistics & Event Operations Support

• Support logistics arrangements, including venue booking, accommodation, transportation, event materials, production, and technical setup.
• Assist with pre-event preparation and on-site execution when required.
• Track event timelines and coordinate with stakeholders to ensure smooth delivery.

6. Reporting & Tracking

• Maintain trackers for contracts, POs, invoices, payments, and event progress.
• Prepare regular status updates and reports for management review.
• Monitor task completion and proactively escalate issues or delays.

Qualifications

• Bachelor's degree in Business Administration, Marketing, Event Management, Hospitality, or related fields.
• 1–3 years of experience in Sales Administration, Event Operations, Event Coordination, Commercial Support, or related functions.
• Experience handling contracts, documentation, payment processes, PO creation, and vendor coordination is preferred.
• Strong organizational skills with high attention to detail.
• Proficient in Microsoft Office, especially Excel and PowerPoint.
• Experience working with CRM, procurement, or workflow management systems is an advantage.
• Good communication and stakeholder management skills.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.