Event Coordinator

Key Responsibilities

1. Event Planning & Strategy

• Understand client goals, target audience, and objectives to conceptualize event strategies.

• Develop detailed event proposals, project plans, and timelines.

• Conduct venue research, evaluate locations, and recommend options suitable for event requirements.

• Create budgets, allocate resources, and track expenses to ensure financial control.

• Incorporate innovative ideas and trends to enhance event experiences.

2. Event Execution & Operations

• Supervise all aspects of event operations including venue setup, décor, logistics, catering, entertainment, and technical requirements (sound, lighting).

• Ensure adherence to company standards, legal compliance and safety protocols.

• Manage on-site operations during events, including staff coordination, vendor supervision, and client liaison.

• Handle crisis situations and last-minute changes effectively.

• Ensure smooth dismantling, post-event closure, and settlement with vendors.

3. Team Leadership & Coordination

• Lead a team of event coordinators, designers, and support staff.

• Delegate tasks, monitor progress, and ensure deadlines are met.

• Mentor, train, and motivate team members for high performance.

• Foster a culture of teamwork, creativity, and accountability.

4. Vendor & Stakeholder Management

• Identify, negotiate, and manage contracts with vendors, suppliers, and service providers.

• Build and maintain strong professional relationships with venues, production houses, caterers, decorators, and other stakeholders.

• Monitor vendor performance and ensure quality delivery.

• Maintain a database of reliable and cost-effective vendors.

5. Client Relationship Management

• Act as the primary point of contact for clients throughout the project.

• Provide consultation and creative solutions to meet client expectations.

• Share regular progress updates and obtain approvals at key milestones.

• Conduct post-event evaluations and ensure client feedback is implemented.

• Strive to build long-term relationships leading to repeat business and referrals.

6. Business Development & Reporting

• Support the sales/business development team with pitches, proposals, and client meetings.

• Identify upselling and cross-selling opportunities within projects.

• Prepare event reports including budgets, attendance, performance metrics, and key learnings.

• Analyse trends to improve future planning and execution.

• It is a Full Time Event Management job for candidates with 1 - 4 years of experience.