Events Services Specialist

DEPARTMENT / OFFICE: Marketing and Events Management Department
DIVISION: Events Management Division
EMPLOYMENT GRADE: EG 18

JOB SUMMARY

The Events Services Specialist is primarily responsible for the day-to-day coordination and implementation of client-booked events, ensuring that all event requirements are properly executed in accordance with agreed contractual terms, operational guidelines, and PICCI policies. The position focuses on client servicing, logistical coordination, compliance monitoring, and on-site event facilitation to ensure smooth event execution and client satisfaction. The incumbent works closely with the Events Services Officer and other concerned units in ensuring the successful delivery of booked events.

DUTIES AND RESPONSIBILITIES

1. Coordinates with clients and event organizers to schedule meetings, consultations, and ocular inspections to finalize and clarify event requirements and arrangements.
2. Assists in the detailed coordination of event requirements with internal departments and external service providers to ensure complete and efficient delivery of services.
3. Conducts client and contractor briefings prior to events to ensure full understanding and compliance with PICCI rules, regulations, operational policies, and venue guidelines.
4. Monitors and ensures compliance with all contractual obligations, including financial requirements, technical specifications, and logistical arrangements agreed upon between PICCI and the client.
5. Coordinates and monitors ingress and egress activities to ensure proper, safe, and orderly movement of client equipment, materials, and properties within the venue.
6. Assists in ensuring settlement of client financial obligations prior to the conduct of events, except in cases where approved send-bill arrangements have been authorized by Management.
7. Reviews event-related estimates, billing references, and supporting documents to ensure accuracy and proper documentation for billing purposes.
8. Assists in the preparation and execution of event contracts by ensuring completeness of requirements and proper explanation of contract provisions to clients for implementation compliance.
9. Implements events based on agreed scope with the client and ensure complete guest satisfaction.
10. Prepares post-event documentation, including terminal reports, and submits these to the Events Management Division through proper channels.
11. Maintains and strengthens professional relationships with clients to encourage repeat business and ensure continued patronage of PICCI services.
12. Assists the Marketing Division in client servicing activities, including client calls, promotional support, and sales assistance during lean periods, as needed.
13. Implements and updates client account monitoring tools such as Account Status Trace systems to ensure continuity of service and proper client handling even during personnel absence or unavailability.
14. Ensures compliance with PICCI policies, rules, regulations, procedures, and operational standards at all times.
15. Maintains proper upkeep, orderliness, and accountability of assigned work areas, records, and equipment.
16. Within established limits of authority, performs administrative functions such as reviewing and endorsing documents and transactions initiated by the Events Management Division.
17. Performs other related duties as may be assigned by the Events Services Officer, Assistant Director for Events Management Division, or higher Management.

MINIMUM SKILLS/QUALIFICATION GUIDE

Education

• Bachelor’s Degree in Mass Communication and/or Business Administration and/or Hotel Management and/or Tourism[1] or other related fields relevant to the job

  [1] Fresh graduates of BS Tourism with a course in M.I.C.E. (Meetings, Incentives, Conventions and Exhibitions)/Convention Management and/or had practicum/on-the-job training in a M.I.C.E. company can be considered for the Events Services Specialist position

Experience

• At least one (1) year relevant experience from an event management company, hotel or other institutions engaged in organizing and/or managing events

Interested applicants may submit their application addressed to Atty. Nicolette Ann P. Cruz, General Manager thru Atty. Melan M. Espela, Director, Administrative Department to hrmdd@picc.gov.ph. Kindly include the position applied for in the subject line.