Event Organizer

Job Description – Event Coordinator

Department: Event Operations
Designation: Event Coordinator
Industry: Event Management & Event Organisation
Employment Type: Full-Time
Reporting To: Event Manager / Operations Manager

Job Summary

We are looking for an energetic, organised, and responsible event coordinator to manage and coordinate various events from planning to execution. The candidate will be responsible for coordinating with clients, vendors, internal teams, and event staff to ensure the smooth execution of events such as corporate events, weddings, exhibitions, product launches, conferences, private parties, and other special occasions.

The ideal candidate should possess excellent communication, coordination, multitasking, and problem-solving skills, with the ability to work under pressure and meet event deadlines.

Key Roles & Responsibilities

1. Coordinate and manage event activities from initial planning to final execution.

2. Communicate with clients to understand event requirements, expectations, budgets, and preferences.

3. Prepare event schedules, checklists, timelines, and execution plans.

4. Coordinate with vendors, suppliers, decorators, caterers, entertainers, photographers, and other service providers.

5. Conduct site visits and venue inspections to ensure proper event arrangements.

6. Manage event setup, including stage arrangements, seating, lighting, sound, decoration, branding, and other requirements.

7. Coordinate with internal departments to ensure smooth communication and execution of event activities.

8. Monitor event progress and ensure all activities are completed within the scheduled timelines.

9. Handle on-site event coordination and resolve operational issues or last-minute changes.

10. Ensure proper allocation and utilisation of manpower, equipment, materials, and other event resources.

11. Follow up with vendors and clients regarding bookings, payments, confirmations, and event requirements.

12. Maintain event-related documents, quotations, budgets, vendor details, and client records.

13. Assist in preparing event proposals, presentations, cost estimates, and post-event reports.

14. Ensure that all event activities comply with company standards, client expectations, and safety requirements.

15. Collect client feedback after events and identify areas for improvement.

16. Travel to event venues and work flexible hours, including weekends and holidays, depending on event schedules.

17. Ensure proper coordination between the planning team and on-ground execution team.

18. Perform any other event-related duties assigned by the reporting manager or management from time to time.

Required Skills & Qualifications

• Bachelor's degree or diploma in Event Management, Hospitality, Business Administration, or a related field (preferred).

• 1–3 years of experience in event coordination, event management, hospitality, or operations.

• Excellent verbal and written communication skills.

• Strong organisational, planning, and multitasking abilities.

• Good negotiation and vendor management skills.

• Ability to manage multiple events and meet strict deadlines.

• Strong problem-solving and decision-making abilities.

• Basic knowledge of MS Office, Excel, PowerPoint, and event planning tools.

• Willingness to travel and work on-site during events.

• Ability to work independently and as part of a team.

Key Performance Indicators (KPIs)

1. Successful execution of events within planned timelines.

2. Client satisfaction and positive feedback.

3. Effective vendor and supplier coordination.

4. Budget adherence and cost control.

5. Timely completion of assigned event activities.

6. Efficient handling of on-site challenges and unexpected situations.

7. Coordination and productivity of event staff.

8. Quality of event execution and overall presentation.

Experience

• Preferred experience: 1–3 years in event management or related industries.

Salary

As per company standards and candidate experience.

Working Conditions

The role may require travel to event venues, extended working hours, weekend and holiday work, and on-site presence during event setup, execution, and dismantling.

• It is a Full Time Event Management job for candidates with 1 - 2 years of experience.