Operations Exec / AV Co-ordinator (Hybrid Role)

Job Title: Operations Executive & AV Co-Ordinator (Hybrid Role)

Position Overview

Our Conference Division is seeking an organised, technically savvy, and hands-on Operations Executive & AV Co-Ordinator. This unique hybrid role bridges the gap between logistical floor management and event technology. You will play a pivotal part in translating event concepts into functional physical spaces, handling everything from venue measurements and CAD/floor plans to coordinating audiovisual production and vendor execution on event days.

If you thrive in dynamic event environments, have an eye for spatial accuracy, and speak the language of both venue managers and AV technicians, this role is for you.

Key Responsibilities

Event Operations

• Conduct detailed site inspections to evaluate venue viability, access routes, ceiling heights, loading bays, and power availability.
• Take accurate on-site measurements and translate spatial dimensions into clear, compliant, and efficient floor plans (including staging, exhibition booths, seating layouts, and traffic flow).
• Liaise with venue management on operational requirements, permits, move-in/move-out schedules, and safety regulations.
• Supervise setup and teardown phases to ensure vendors and staging adhere strictly to approved layouts and timelines.

Audiovisual (AV) & Technical Coordination

• Serve as the primary technical point of contact between conference producers, clients, and external AV vendors.
• Review technical riders and specifications (audio, projection/LED walls, lighting, staging, live streaming, and simultaneous interpretation).
• Coordinate the bump-in, technical rehearsals, dry runs, and cue-to-cue walk-throughs with speakers and stage managers.
• Oversee on-site technical troubleshooting during live sessions to ensure zero disruption to conference programming.

General Event Administration & Logistics

• Maintain comprehensive technical inventory lists, run sheets, and vendor contact matrices for each event.
• Assist with budget tracking for equipment rentals, staging, and technical labor.
• Work closely with the conference programming on the preparation of cue sheets

Requirements & Qualifications

• Experience: 2–4 years of operational and technical coordination experience within MICE (Meetings, Incentives, Conferences, Exhibitions), corporate events, or production agencies.
• Technical Proficiency:
• Solid understanding of conference AV systems (sound mixing, stage lighting, video switching, LED displays, and presentation software).
• Hands-on proficiency with event layout/drawing software (e.g., AutoCAD, SketchUp, Social Tables, or Visio).
• Show Production (Advantage): Direct hands-on experience in show production, live stage management, technical directing, or show calling is an added advantage.
• Video editing and VMIX skills / experience is an advantage
• Skills & Attributes: Clear, confident communication skills to negotiate effectively with venues, production crews, and corporate clients.

How to Apply

Please submit your resume along with a portfolio or brief summary of past conference projects/floor plans you have managed.