Job Summary
The Event Coordinator is responsible for planning, coordinating, and executing events from inception to completion. The role involves liaising with clients, vendors, suppliers, venue authorities, and internal teams to ensure smooth event delivery while maintaining quality, timelines, and budgets.
Key ResponsibilitiesPre-Event Planning
- Understand client requirements and event objectives.
- Coordinate with the sales team during project handover.
- Prepare event schedules, timelines, and checklists.
- Conduct site visits and venue inspections.
- Coordinate permits, approvals, and licenses if required.
- Prepare event execution plans and manpower requirements.
Vendor & Supplier Coordination
- Source and coordinate with vendors and suppliers.
- Obtain quotations and negotiate rates.
- Ensure timely delivery of materials and equipment.
- Monitor vendor performance and service quality.
Event Execution
- Supervise venue setup and dismantling activities.
- Coordinate production, stage, sound, lighting, LED, and décor teams.
- Ensure all event elements are executed as per approved plans.
- Manage event staff, volunteers, and temporary workers.
- Resolve on-site issues and emergencies promptly.
Client Management
- Act as the primary point of contact during event execution.
- Provide regular updates to clients.
- Ensure client satisfaction throughout the event lifecycle.
- Handle client feedback and post-event reviews.
Team Coordination
- Coordinate with stores, logistics, production, and marketing teams.
- Ensure materials and equipment are dispatched on time.
- Monitor staff attendance and deployment.
- Maintain communication among all stakeholders.
Budget & Documentation
- Track event expenses and budgets.
- Verify vendor bills and supporting documents.
- Maintain event records and reports.
- Prepare post-event evaluation reports.
Daily Activities
- Follow up on upcoming events and project requirements.
- Coordinate with vendors and suppliers.
- Update event status reports.
- Conduct team briefings.
- Review event checklists and schedules.
- Ensure readiness of manpower and materials.
Required Skills
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Vendor and client management skills.
- Problem-solving and decision-making capabilities.
- Ability to work under pressure and meet deadlines.
- Knowledge of event production and logistics.
- Proficiency in MS Office and Google Workspace.
Qualifications
- Bachelor's Degree in Event Management, Marketing, Business Administration, or related field.
- 1–3 years of experience in event management or coordination.
- Freshers with strong event internship experience may also apply.
Key Performance Indicators (KPIs)
- Event execution quality and client satisfaction.
- On-time completion of projects.
- Budget adherence.
- Vendor performance management.
- Team coordination effectiveness.
- Repeat business and client feedback scores.
Preferred Criteria:
- Experience in corporate events, exhibitions, conferences, weddings, and public events.
- Knowledge of stage production, truss systems, sound, lighting, LED walls, and event logistics.
- Willingness to travel and work flexible hours during events.
Pay: ₹20,000.00 - ₹25,000.00 per month
Work Location: In person
