Amfuture Pte Ltd – Intern – Event Administrative

This job scope focuses on an Event Administrative Assistant role, specifically designed to bridge the gap between sales and project execution through meticulous documentation and logistical support.

Role Objective

To provide comprehensive administrative and operational support to the sales team, ensuring all project paperwork, financial documentation, and logistical requirements are handled accurately to facilitate smooth event execution.

Key Responsibilities

• Sales Documentation & Paperwork
  • Prepare and issue accurate quotations, proposals, and tender documents based on sales team requirements.
  • Maintain and update a centralised customer database (CRM) with client information, interaction logs, and project status.
  • Draft and file essential project documents, including business contracts, agreements, and non-disclosure agreements.
  • Manage version control for all event-related documents and reports to ensure the team is working with the latest information.
• Financial Administration & Invoicing
  • Raise and process customer invoices accurately and in a timely manner following sales confirmation.
  • Coordinate invoice routing and monitor payment statuses to ensure healthy cash flow for projects.
  • Assist in processing team expenses and managing event budgets, ensuring all expenditures are tracked and recorded for accounting.
  • Follow up with clients and vendors on outstanding bills or payment discrepancies.
• Project Execution & Logistics Support
  • Liaise with external vendors (e.g., catering, AV, venue) to obtain quotes, confirm bookings, and coordinate delivery schedules.
  • Manage event registrations, attendee lists, and prepare on-site materials like name badges and brochures.
  • Arrange logistics for the team and attendees, including flights, accommodation, and transport as required.
  • Provide on-site administrative support during major events to handle last-minute adjustments and guest enquiries.