Event Coordinator

Role: Event Coordinator

Location: Hakuba

Employment Type: Fixed Contract

Contract term: (September 2026 - May 2027)

Work hours:Average of 40 hours per week

The Role Overview

As an Event Coordinator, you will support the Event Manager in the planning, coordination, and delivery of a diverse range of events across the Hakuba Valley. These may include sporting events, community initiatives, festivals, hotel activations, and promotional campaigns.

You will play a key role in ensuring events are organized efficiently, delivered professionally, and provide memorable experiences for participants, guests, sponsors, and partners. This role requires strong organizational skills, attention to detail, excellent communication abilities, and a passion for creating outstanding events.

Key Duties & Responsibilities

1. Event Planning & Coordination

• Assist the Event Manager with the planning and execution of HHG events from concept to completion.
• Coordinate event timelines, schedules, logistics, and operational requirements.
• Support venue bookings, permits, registrations, transportation, and equipment arrangements.
• Assist in developing event run sheets, operational plans, and briefing documents.

2. Marketing & Communications

• Work closely with the marketing team to promote events through social media, websites, newsletters, and other channels.
• Assist with participant communications, registrations, and customer inquiries.
• Support the creation and distribution of event materials and signage.

3. Event Operations

• Assist with event setup, registration, participant management, and on-site operations.
• Coordinate volunteers and temporary event staff.
• Ensure safety procedures, operational standards, and event schedules are followed.
• Troubleshoot issues during events and support the Event Manager in delivering successful outcomes.

4. Administration & Reporting

• Maintain event databases, registration records, budgets, and supplier documentation.
• Assist with event budgeting and expense tracking.
• Prepare post-event reports, participant feedback summaries, and performance evaluations.
  
  

What You Need

• Legal right to live and work in Japan, or person who is eligible for work visa application
• Motivated to build a career in events field
• Strong organizational and multitasking skills.
• Excellent communication skills in English.
• Strong computer skills, including Microsoft Office and Google Workspace.
• Ability to work flexible hours, including evenings, weekends, and public holidays.
• Valid driver's license

What We Would Like You To Be Like

• You are highly organized and detail-oriented.
• You enjoy working with people and building relationships.
• You thrive in a fast-paced environment and remain calm under pressure.
• You are proactive and capable of solving problems independently.
• You have a positive attitude and strong team spirit.
• You are passionate about events, tourism, and community engagement.
• You are flexible and willing to assist wherever needed to ensure event success.

Event Coordinator Shifts

Event Coordinators are expected to work at least 40 hours per week. Working hours will vary depending on event schedules and operational requirements, including occasional evenings, weekends, and public holidays.

Accommodation

HHG provides staff accommodation in central Hakuba (mainly in Happo Village, Wadano, and Kamishiro). Options include shared, dormitory, or private rooms depending on your role.