Job Description: Activation Associate
Role Objective
Based in our Subang facility, Activation Associate will assist with the event planning, coordination and execution of on-ground brand activations, roadshows, campus events and promotional campaigns. The primary focus is to ensure a smooth events logistics, manpower coordination, timely setup and teardowns, and high operational standards across all events. This role requires a highly organized individual who can balance hands-on execution with strong coordination and problem-solving skills in fast-paced environments.
Key Responsibilities
1. Event Planning, Proposal & Budget Management
- Support the team in feasibility planning, manpower allocation, and operational strategy for upcoming activations.
- Work closely with the Creative, Marketing, and Client Servicing teams during the event planning phase to develop event concepts, operational plans, and execution timelines.
- Assist in preparing event proposals, presentation decks, operational plans, and project documentation for client pitches and internal approvals.
- Prepare and manage event budgets, quotations, and costing sheets to ensure campaigns are executed within approved budget allocations.
- Coordinate with vendors and suppliers to source cost-effective solutions while maintaining execution quality.
2. Event Logistics & Execution
- Coordinate end-to-end event setup and dismantling activities for roadshows, campus activations, sampling events, and brand campaigns.
- Ensure all event materials, props, products, and equipment are packed, transported, and deployed accurately according to event requirements.
- Conduct on-site checks to ensure activation flow meet company standards.
- Coordinate with venue management, suppliers, and logistics partners for smooth operational execution.
3. Inventory & Asset Management
- Maintain accurate inventory records of event assets, promotional materials, merchandise, and equipment.
- Conduct regular stock counts and ensure proper storage, maintenance, and tracking of event items.
- Oversee loading and unloading processes during event deployments and returns.
- Ensure all event assets are organized and accounted for after each activation.
- Implement proper handling procedures to minimize damages and losses.
4. Team Coordination & Supervision
- Supervise part-timers, promoters, crew members, and event assistants during setups and live operations.
- Prepare manpower schedules, briefing materials, and operational checklists for each event.
- Ensure all crew members understand event mechanics, brand guidelines, and operational procedures.
- Ensure compliance with safety protocols and maintain a clean, organized event environment.
5. Operations Reporting & Improvement
· Prepare operational reports including event attendance, sampling numbers and operational feedback.
· Monitor event performance and identify operational improvements for future campaigns.
· Ensure proper documentation of event permits, approvals, and venue requirements where applicable.
· Collaborate with internal teams to improve operational efficiency and execution standards across all projects.
Required Qualifications & Skills
- Experience: Minimum 2–4 years of experience in event operations, brand activations, roadshows, or related industries.
- Technical Skills: Proficient in Microsoft Excel, Google Sheets, budgeting, costing preparation, and event coordination tools.
- Planning & Budgeting: Experience preparing event proposals, costing sheets, quotations, and managing operational budgets.
- Leadership: Proven ability to manage event crews and coordinate multiple operational tasks simultaneously.
- Problem Solving: Strong ability to troubleshoot on-ground operational issues quickly and effectively.
- Communication: Fluent in Bahasa Malaysia and English. Mandarin is an added advantage.
- Physical & Logistics: Comfortable handling physical event setups, equipment movement, and long operational hours during peak event periods.
- Mobility: Willing to travel and work weekends/public holidays depending on event schedules.
Key Performance Indicators (KPIs)
- Event Readiness: Percentage of events completed setup before operational opening time.
- Budget Control: Ability to execute events within approved budget allocations.
- Operational Accuracy: Minimal setup, inventory, or logistics errors during events.
- Event Execution Quality: Smooth delivery of activations with positive client and attendee feedback.
- Asset Management: Accurate tracking and minimal loss/damage of event materials and equipment.
- Team Performance: Efficient manpower coordination and adherence to operational SOPs.
- Safety & Compliance: Zero major operational incidents or venue-related damages.
