Event Coordinator

WEDDING EVENTS HANDLING AND MANAGEMENT

Contact Us :- +91 93631 95131

Responsibilities

●      Design and manage comprehensive event production timelines and logistics starting 30 days pre-event, including vendor coordination, site layout planning, and resource allocation

●      Identify, evaluate, and negotiate with external vendors (florists, décor, DJ, lighting, transport) to achieve cost targets while maintaining quality standards

●      Prepare detailed pack and tag lists, work plans, and vendor confirmations to ensure seamless event execution and on-site coordination

●      Monitor and optimize event profitability margins by managing production costs, material procurement, and tracking actual expenses against budgets

●      Conduct monthly facility maintenance including deep cleaning, equipment servicing, inventory audits, and 5S compliance checks for office and storage spaces

●      Travel to event venues (minimum 4 times monthly) to oversee on-site setup, manage real-time challenges, and coordinate team activities during event execution

●      Maintain and update vendor database in Odoo, conduct post-event performance reviews, and build long-term vendor relationships

●      Manage internal labour allocation for godown operations and event setup while optimizing resource utilization

●      Update marketing platforms and promotional materials with event photos, venue details, and Canva designs post-event

Key Result Areas

●      Event Planning & Coordination: Deliver 100% of planned events on schedule with accurate vendor confirmations and zero same-day coordination issues.

●      Vendor Management & Negotiation: Achieve cost savings against initial estimates while maintaining vendor satisfaction and a robust, updated vendor database.

●      Production & Décor Profitability: Maximize event décor profitability margins through cost-effective material sourcing, production efficiency, and inventory reuse optimization.

●      Godown & Facility Management: Maintain facility operations at peak efficiency with scheduled maintenance completion, 5S compliance, and minimal supply chain disruptions.

●      Travel & On-Site Event Execution: Execute flawless on-site events by resolving real-time challenges, completing monthly venue assessments, and delivering timely marketing content updates.

Skills

●      Event planning and project management

●      Vendor negotiation and relationship management

●      Budget management and cost control

●      Logistics and supply chain coordination

●      Facility and inventory management

●      Microsoft Office and Odoo system proficiency

●      Basic Photography skill and digital marketing content creation

●      Team coordination and problem-solving under pressure

●      4 wheeler driving access

Knowledge

●      Wedding event industry standards and best practices

●      Vendor management and procurement processes

●      Event production workflows and timelines

●      Facility maintenance and 5S methodology

●      Inventory management and stock control

●      Marketing content platforms and design tools (Canva, Google Maps)

●      Cost estimation and profitability analysis