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Event Coordinator

2 months ago

Hyderabad, India Ridhira Group - Building World's largest Wellness Communities Full time

Job Title: Events Coordinator

Location : Ridhira Retreat

Department : Events and Banquets

Reports to : Events Manager / General Manager

Job Summary:

The Events Coordinator at Ridhira Retreat is responsible for organizing and executing a wide range of events, including weddings, corporate functions, wellness retreats, and social gatherings. This role involves working closely with clients, vendors, and internal teams to ensure every event is seamless, memorable, and aligns with the retreat's high standards of service. The ideal candidate will have strong organizational skills, attention to detail, and a passion for creating exceptional event experiences.

Key Responsibilities:

  1. Event Planning and Coordination:
  • Work with clients to understand their vision, needs, and budget for each event.
  • Develop detailed event plans, including timelines, schedules, and task lists.
  • Coordinate with vendors, including caterers, decorators, entertainment, and equipment suppliers, to ensure all services are booked and confirmed.
  • Oversee the setup, execution, and breakdown of events, ensuring everything runs smoothly and according to plan.
  1. Client Communication:
  • Serve as the primary point of contact for clients from the initial inquiry through to the post-event debrief.
  • Maintain regular communication with clients to update them on event progress, address concerns, and ensure their expectations are met.
  • Conduct site visits and walkthroughs with clients to finalize event details and logistics.
  1. Vendor and Supplier Management:
  • Source and manage relationships with a diverse range of event vendors and suppliers.
  • Negotiate contracts and pricing to ensure cost-effective solutions that do not compromise on quality.
  • Coordinate delivery, setup, and teardown times with all vendors to ensure seamless event execution.
  1. Event Execution:
  • Oversee all aspects of event execution, including setup, guest services, and on-the-day coordination.
  • Ensure all event spaces are set up according to the clients specifications and retreat standards.
  • Troubleshoot any issues that arise during the event to ensure a smooth experience for all guests.
  • Manage event staff and volunteers, assigning roles and ensuring they are briefed on their responsibilities.
  1. Budget Management:
  • Assist clients in creating and managing event budgets, ensuring all costs are accounted for and within the agreed-upon limits.
  • Track expenses and provide clients with detailed post-event financial reports.
  • Identify cost-saving opportunities without compromising the quality of the event.
  1. Marketing and Promotion:
  • Collaborate with the marketing team to promote Ridhira Retreats event services through social media, online platforms, and other marketing channels.
  • Develop promotional materials and event packages that appeal to target clients.
  • Attend industry events and networking functions to promote Ridhira Retreats event services and build relationships with potential clients.
  1. Post-Event Evaluation:
  • Conduct post-event evaluations with clients to gather feedback and identify areas for improvement.
  • Prepare event reports summarizing the event's success, including attendance, financial performance, and client satisfaction.
  • Implement feedback to continually improve the quality and efficiency of event services at Ridhira Retreat.
  1. Compliance and Safety:
  • Ensure all events comply with local regulations, health and safety standards, and Ridhira Retreats policies.
  • Develop and implement safety plans and emergency procedures for each event.
  • Ensure all necessary permits and licenses are obtained for events requiring them.

Qualifications:

  • Education: Bachelor’s degree in Event Management, Hospitality, Business Administration, or a related field.
  • Experience: Minimum of 3-5 years of experience in event planning or coordination, preferably within the hospitality or resort industry.
  • Skills:
  • Strong organizational and time management skills.
  • Excellent communication and interpersonal skills.
  • Ability to manage multiple events simultaneously and meet tight deadlines.
  • Proficiency in event management software and tools (e.g., Cvent, Eventbrite).
  • Strong negotiation and contract management skills.
  • Creative problem-solving abilities and attention to detail.

Competencies:

  • Customer-focused mindset with a passion for delivering exceptional service.
  • Ability to remain calm and composed under pressure.
  • Strong leadership and team management abilities.
  • Flexibility and adaptability to changing client needs and event circumstances.
  • High energy level and a positive, can-do attitude.

Physical Requirements:

  • Ability to work long hours, including evenings, weekends, and holidays, as required by event schedules.
  • Ability to stand and walk for extended periods during event setup and execution.
  • Ability to lift and carry event materials and equipment as needed.

Compensation:

  • Competitive salary based on experience and qualifications.
  • Performance-based bonuses.
  • Benefits package including health, dental, and vision insurance, and other perks.

Application Process:

  • Interested candidates should submit their resume, cover letter, and a portfolio of past events managed to