Event Processing Executive

3 months ago


Anna Nagar Chennai Tamil Nadu, India SURPRISE MACHI Full time

The **Event Processing Executive **is responsible for coordinating event orders, ensuring the timely execution of design and vendor tasks, managing stock availability, and tracking virtual surprise and gift orders. This role also involves regular communication with clients, managing last-minute event updates, and working closely with various team heads to optimize the event processing workflow.

**Key Responsibilities**:
1. **Client Coordination**:

- Ensure smooth communication with clients regarding event requirements and updates.

2. **Design & Artwork Assignment**:

- Assign design and artwork tasks to the **designers/artists** based on the order’s specific requirements, ensuring timely delivery.

3. **Vendor Coordination & Stock Management**:

- Coordinate with vendors to ensure that all **event requirements** are ready and available.
- Maintain the **stock list** and regularly check stock availability based on upcoming event orders.
- Plan and manage **stock purchases** as needed to ensure smooth event execution.

4. **Virtual Surprise & Gift Orders**:

- Handle coordination for **virtual surprise** and **gift orders**, ensuring timely processing and delivery.

5. **Same-Day & Last-Minute Event Management**:

- Prioritize and follow up on **same-day and last-minute event confirmations**, ensuring all aspects of the event are managed efficiently.

6. **Team Coordination & Feedback**:

- Coordinate with the **Creative Team Head** and **Execution Team Head** for weekly feedback and updates on order processing.
- Participate in **monthly reviews** with both team heads to improve workflow and processing efficiency.

7. **Work Allocation & Error Reporting**:

- Allocate daily tasks to the **Processing Assistant **and ensure all work is completed on time.
- Report any **design or artist errors** to the CH head on a weekly basis.
- Track **input errors** and report them weekly to the CH Head to ensure improvements in order accuracy.

8. **New Vendor Sourcing**:

- Source new vendors and report updates to the **Senior Event Executive** to expand the vendor pool and improve procurement options.

9. **Cost-Cutting Strategies**:

- Develop and present a **monthly cost-cutting plan** to the Execution Head, identifying areas where expenses can be optimized.

10. **Event Proof-Checking & Checklist Maintenance**:

- Perform **proof-checking** for all events to ensure no details are overlooked.
- Maintain a detailed **checklist **for all events, ensuring all requirements are met prior to the event date.

**Qualifications**:

- Proven experience in event coordination or a similar role.
- Strong organizational skills with the ability to multitask in a fast-paced environment.
- Excellent communication skills, both written and verbal, for client and vendor coordination.
- Ability to work closely with team members and ensure smooth workflow.

**Working Conditions**:

- **Week Off**:Tuesday
- Flexibility to handle last-minute event updates and same-day coordination tasks.
- Work Timings: 10 am to 7pm

Pay: ₹18,000.00 - ₹25,000.00 per month

Schedule:

- Day shift

Supplemental Pay:

- Performance bonus

Ability to commute/relocate:

- Anna Nagar, Chennai, Tamil Nadu: Reliably commute or planning to relocate before starting work (preferred)

**Experience**:

- total work: 1 year (preferred)

License/Certification:

- Driving Licence (preferred)

Work Location: In person


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