Event jobs in Malaysia

Position: Facilities Soft Service Lead cum Event Coordinator

Reports to: Assistant Facilities Manager

Location: Malaysia

The Facilities Soft Service Lead cum Event Coordinator manages comprehensive soft services operations while coordinating corporate events and special functions for the office facility. This dual‑role position combines oversight of cleaning, catering, landscaping, and workplace services with professional event planning and execution to create exceptional workplace experiences for employees and clients.

• Soft Services Management and Oversight: Manage comprehensive soft services operations including cleaning services, waste management, pest control, landscaping, and general workplace amenities. Coordinate with external service providers to ensure consistent service delivery and quality standards across all soft service areas. Monitor service level agreements, conduct regular quality inspections, and implement improvement initiatives to enhance workplace cleanliness and comfort.
• Vendor Relationship Management: Develop and maintain relationships with soft service contractors including cleaning companies, catering providers, landscaping services, and specialty contractors. Negotiate service contracts, monitor performance against established standards, and coordinate vendor scheduling to minimise disruption to office operations. Resolve service issues promptly and ensure vendor compliance with Malaysian health, safety, and environmental regulations.
• Event Planning and Coordination: Plan, coordinate, and execute corporate events including meetings, conferences, client entertainment, employee functions, and special celebrations. Manage event logistics including venue preparation, catering arrangements, audio‑visual equipment setup, and guest coordination. Coordinate with internal departments and external vendors to ensure seamless event delivery and exceptional attendee experiences.
• Workplace Services and Amenity Management: Oversee workplace amenities including pantry operations, coffee services, employee wellness programmes, and recreational facilities. Coordinate food and beverage services for daily operations and special events. Manage inventory of office supplies, cleaning materials, and event equipment to ensure adequate stock levels and cost‑effective procurement.
• Health and Hygiene Standards Management: Ensure compliance with Malaysian health department regulations, food safety standards, and workplace hygiene requirements. Coordinate pest control services and maintain sanitation protocols throughout office premises. Monitor air quality, cleanliness standards, and hygiene facilities to create a healthy workplace environment for all occupants.
• Budget Management and Cost Control: Manage soft services and events budget including vendor payments, supply procurement, and event expenses. Track costs against approved budgets and identify opportunities for cost optimisation while maintaining service quality. Prepare monthly financial reports and coordinate with Assistant Facilities Manager on budget planning and expense forecasting.
• Special Projects and Client Services: Coordinate special client visits, VIP receptions, and high‑profile meetings requiring enhanced service levels and detailed event planning. Manage office celebrations, team‑building activities, and employee engagement events to support positive workplace culture. Coordinate seasonal decorations, holiday celebrations, and cultural observances appropriate for Malaysia's diverse workplace environment.
• Quality Assurance and Compliance: Conduct regular inspections of soft service areas and maintain quality standards through systematic monitoring and feedback collection. Ensure compliance with Malaysian environmental regulations, waste disposal requirements, and food safety standards. Coordinate with regulatory authorities for inspections and maintain proper documentation for compliance audits.

• A diploma in Event Management, Hospitality Management, Business Administration, or a related field.
• Minimum four to six years of experience in facilities management, event coordination, or hospitality services within the Malaysian commercial office environment.
• A proven track record of managing soft services operations and coordinating successful corporate events.

• Strong event planning capabilities with experience managing corporate functions, conferences, and client entertainment events.
• Excellent organisational skills with the ability to coordinate multiple vendors, timelines, and logistics simultaneously.
• Creative problem‑solving abilities with attention to detail for seamless event execution and guest satisfaction.

• Proven experience managing relationships with Malaysian service providers and an understanding of local market conditions for soft services procurement.
• Strong negotiation skills with the ability to secure cost‑effective contracts while maintaining quality standards.
• Experience with vendor performance monitoring and service level agreement management.

• Fluency in English and Bahasa Malaysia essential for vendor coordination and event communication.
• Proficiency in Chinese dialects highly advantageous for diverse event planning and stakeholder management.
• An understanding of Malaysian cultural sensitivities, dietary requirements, and business entertainment customs for appropriate event planning.

• Proficiency in Microsoft Office Suite, event management software, and vendor management platforms.
• Strong project management capabilities with experience using planning tools and budget tracking systems.
• Basic understanding of audio‑visual equipment and event technology for technical coordination during functions.

• Exceptional interpersonal skills with the ability to interact professionally with employees, clients, and external service providers.
• A strong customer service orientation with a focus on creating positive experiences for event attendees and office occupants.
• The ability to handle last‑minute changes and challenging situations with diplomacy and professionalism.

• Valid Malaysian identification with flexibility to work extended hours during events and special functions.
• Physical capability to oversee event setup, coordinate vendor activities, and manage on‑site event logistics.
• A professional appearance appropriate for client‑facing events and vendor interactions.

• An understanding of Malaysian health regulations, food safety requirements, and workplace hygiene standards.
• Knowledge of event safety protocols and emergency procedures for corporate functions.
• Experience with waste management systems and environmental compliance requirements.

This role offers excellent growth opportunities within facilities management and corporate hospitality, providing comprehensive experience in soft services management, event coordination, and client service excellence in Malaysia's dynamic business environment.