EU Event Sourcing Coordinator.

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth. Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions. We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 64 offices in 34 countries.

We are looking for an enthusiastic EU Event Sourcing Coordinator.

In this role you supports events for EU institutions and EU-funded projects by translating requirements into clear supplier requests, obtaining the number of offers required by the framework contract or client, checking quotations for completeness and accuracy, and preparing transparent comparisons for Account Managers and Event Managers.

For assigned small and non-complex events, the Event Sourcing Coordinator supports the process from sourcing and supplier selection through contracting, delivery follow-up and financial closure, within agreed budgets and approval rules.

Ownership & accountability

• Manages assigned sourcing requests within agreed specifications, budgets, timelines and approval rules.
• Obtains the number of offers required by the framework contract or client, or documents why this is not possible, and follows up suppliers to meet deadlines.
• Ensures offers are complete and accurate before use.
• Prepares clear comparison tables showing scope, total cost, assumptions, advantages, disadvantages, key risks and relevant environmental criteria in line with MCI Brussels’ EMAS and ISO 14001 environmental management system.
• Makes routine decisions for small, non-complex events within delegated authority and escalates material budget, contractual, compliance or delivery concerns.

Key responsibilities

Working closely with Account Managers and Event Managers, the EU Event Sourcing Coordinator provides practical sourcing support and takes ownership of defined, lower-complexity assignments. The role involves managing a high volume of requests, quotations and supplier contacts across several projects at the same time. A structured approach, careful prioritisation and the ability to switch efficiently between projects while maintaining accuracy and meeting deadlines are therefore essential.

Sourcing & supplier identification

• Convert client and operational needs into clear, consistent requests for quotation using the templates required by the client and the team, coordinating clarification with the Event Manager where needed.
• Use Cvent for venue and hotel sourcing, and use approved internal systems and Freshdesk for other supplier sourcing and related communications.
• Invite suitable suppliers to obtain the number of offers required by the framework contract or client (e.g. for purchases above €[X]), monitor responses and identify alternatives where needed.
• Maintain accurate supplier contacts, pricing references and sourcing records for future use.

Offer comparability, evaluation & recommendations

• Obtain and compare quotations, ensuring prices comply with the framework contract’s unit price list and rules on reimbursable costs.
• Check quotations against the brief, verifying dates, quantities, calculations, currencies, taxes, inclusions, exclusions, commercial conditions and key cost drivers; request corrections or coordinate clarification with the Event Manager where needed.
• Normalise offers to ensure comparable scope and total costs, clearly recording assumptions and unresolved differences.
• Prepare concise comparison sheets using the templates required by the client and the team, covering price, quality, operational fit, relevant environmental criteria under MCI Brussels’ EMAS and ISO 14001 environmental management system, risks, advantages, disadvantages and decision points.
• Maintain audit-ready records of quotations, clarifications, supplier-selection rationale, decisions and approvals.
• Support budget preparation by mapping supplier prices to the correct budget lines.

Negotiation, contracting & supplier follow-up

• Negotiate rates, added value and practical conditions within agreed parameters, involving the Event Manager when required.
• Conduct a first review of supplier contracts and terms and conditions, flagging non-standard, unfavourable or high-risk clauses for action by the Event Manager.
• Record and monitor booking deadlines, cancellation terms, attrition policies and room-block commitments, and provide a clear handover to the Account Manager and Event Manager.
• For small and non-complex events, coordinate supplier selection, approval, contracting, briefing, delivery follow-up and closure.
• Track supplier performance, record issues and lessons learned, and keep the supplier database accurate and up to date.

Coordination of small and non-complex events

• Coordinate assigned small, lower-complexity events where the main service is sourcing, from initial request through supplier contracting and closure.
• Set practical timelines, brief suppliers, follow up deliverables and confirm that services match the approved scope.
• Take routine operational and supplier-selection decisions within the approved budget and delegated authority.
• Escalate significant cost, scope, contractual, compliance, environmental or delivery risks promptly to the Account Manager.

Your profile

• Ideally a minimum of 2 years of relevant experience in event coordination, sourcing, hospitality management or a related field.
• Eligible to work in the EU
• Practical experience requesting, checking and comparing supplier quotations and supporting event budgets.
• Good working knowledge of Microsoft Excel, including formulas, cost comparisons and accuracy checks.
• Excellent written and spoken English; additional European languages and experience with EU institutional events are advantages.

Required capabilities

• Accuracy and numeracy: checks detailed quotations, calculations, budgets and contractual information carefully.
• Organisation: manages several sourcing requests, follows up suppliers and meets critical deadlines.
• Judgement: identifies relevant differences, risks and trade-offs and knows when to escalate.
• Communication and ownership: works reliably with colleagues and suppliers, presents information clearly and follows tasks through to completion.
• Flexibility is essential within MCI and the PCO-EU team. Level of responsibilities may vary according to the framework contract, client and project context.

We offer

• An opportunity to join a multicultural, innovative and dynamic organisation
• A fixed contrat till end 2027 with a competitive salary package (in line with experience) including meal vouchers, hospitalisation cover, and group pension and disability insurance
• Continuous learning and growth through the MCI Institute, and global collaboration across mci group’s international network
• An open and supportive environment that values authenticity, individuality and mutual respect.
• A flexible hybrid work model combining collaboration at our Brussels office with remote work opportunities

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference !

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth. Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions. We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 64 offices in 34 countries.

We are looking for an enthusiastic EU Event Sourcing Coordinator.

In this role you supports events for EU institutions and EU-funded projects by translating requirements into clear supplier requests, obtaining the number of offers required by the framework contract or client, checking quotations for completeness and accuracy, and preparing transparent comparisons for Account Managers and Event Managers.

For assigned small and non-complex events, the Event Sourcing Coordinator supports the process from sourcing and supplier selection through contracting, delivery follow-up and financial closure, within agreed budgets and approval rules.

Ownership & accountability

• Manages assigned sourcing requests within agreed specifications, budgets, timelines and approval rules.
• Obtains the number of offers required by the framework contract or client, or documents why this is not possible, and follows up suppliers to meet deadlines.
• Ensures offers are complete and accurate before use.
• Prepares clear comparison tables showing scope, total cost, assumptions, advantages, disadvantages, key risks and relevant environmental criteria in line with MCI Brussels’ EMAS and ISO 14001 environmental management system.
• Makes routine decisions for small, non-complex events within delegated authority and escalates material budget, contractual, compliance or delivery concerns.

Key responsibilities

Working closely with Account Managers and Event Managers, the EU Event Sourcing Coordinator provides practical sourcing support and takes ownership of defined, lower-complexity assignments. The role involves managing a high volume of requests, quotations and supplier contacts across several projects at the same time. A structured approach, careful prioritisation and the ability to switch efficiently between projects while maintaining accuracy and meeting deadlines are therefore essential.

Sourcing & supplier identification

• Convert client and operational needs into clear, consistent requests for quotation using the templates required by the client and the team, coordinating clarification with the Event Manager where needed.
• Use Cvent for venue and hotel sourcing, and use approved internal systems and Freshdesk for other supplier sourcing and related communications.
• Invite suitable suppliers to obtain the number of offers required by the framework contract or client (e.g. for purchases above €[X]), monitor responses and identify alternatives where needed.
• Maintain accurate supplier contacts, pricing references and sourcing records for future use.

Offer comparability, evaluation & recommendations

• Obtain and compare quotations, ensuring prices comply with the framework contract’s unit price list and rules on reimbursable costs.
• Check quotations against the brief, verifying dates, quantities, calculations, currencies, taxes, inclusions, exclusions, commercial conditions and key cost drivers; request corrections or coordinate clarification with the Event Manager where needed.
• Normalise offers to ensure comparable scope and total costs, clearly recording assumptions and unresolved differences.
• Prepare concise comparison sheets using the templates required by the client and the team, covering price, quality, operational fit, relevant environmental criteria under MCI Brussels’ EMAS and ISO 14001 environmental management system, risks, advantages, disadvantages and decision points.
• Maintain audit-ready records of quotations, clarifications, supplier-selection rationale, decisions and approvals.
• Support budget preparation by mapping supplier prices to the correct budget lines.

Negotiation, contracting & supplier follow-up

• Negotiate rates, added value and practical conditions within agreed parameters, involving the Event Manager when required.
• Conduct a first review of supplier contracts and terms and conditions, flagging non-standard, unfavourable or high-risk clauses for action by the Event Manager.
• Record and monitor booking deadlines, cancellation terms, attrition policies and room-block commitments, and provide a clear handover to the Account Manager and Event Manager.
• For small and non-complex events, coordinate supplier selection, approval, contracting, briefing, delivery follow-up and closure.
• Track supplier performance, record issues and lessons learned, and keep the supplier database accurate and up to date.

Coordination of small and non-complex events

• Coordinate assigned small, lower-complexity events where the main service is sourcing, from initial request through supplier contracting and closure.
• Set practical timelines, brief suppliers, follow up deliverables and confirm that services match the approved scope.
• Take routine operational and supplier-selection decisions within the approved budget and delegated authority.
• Escalate significant cost, scope, contractual, compliance, environmental or delivery risks promptly to the Account Manager.

Your profile

• Ideally a minimum of 2 years of relevant experience in event coordination, sourcing, hospitality management or a related field.
• Eligible to work in the EU
• Practical experience requesting, checking and comparing supplier quotations and supporting event budgets.
• Good working knowledge of Microsoft Excel, including formulas, cost comparisons and accuracy checks.
• Excellent written and spoken English; additional European languages and experience with EU institutional events are advantages.

Required capabilities

• Accuracy and numeracy: checks detailed quotations, calculations, budgets and contractual information carefully.
• Organisation: manages several sourcing requests, follows up suppliers and meets critical deadlines.
• Judgement: identifies relevant differences, risks and trade-offs and knows when to escalate.
• Communication and ownership: works reliably with colleagues and suppliers, presents information clearly and follows tasks through to completion.
• Flexibility is essential within MCI and the PCO-EU team. Level of responsibilities may vary according to the framework contract, client and project context.

We offer

• An opportunity to join a multicultural, innovative and dynamic organisation
• A fixed contrat till end 2027 with a competitive salary package (in line with experience) including meal vouchers, hospitalisation cover, and group pension and disability insurance
• Continuous learning and growth through the MCI Institute, and global collaboration across mci group’s international network
• An open and supportive environment that values authenticity, individuality and mutual respect.
• A flexible hybrid work model combining collaboration at our Brussels office with remote work opportunities

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference !