Event Coordinator

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**Events Coordinator/Guest Service Ambassador**

**Integrated Facilities Management**

**Roles & Responsibilities**:

- Lead event planning and execution, ensuring adherence to timelines and budgets.
- Develop and implement event strategies aligned with company objectives.
- Manage and coordinate with vendors, sponsors, and partners for event requirements.
- Supervise and mentor junior event executives and support staff.
- Oversee event logistics, including venue selection, catering, AV setup, and registration.
- Monitor event performance metrics and generate post-event reports for analysis.
- Ensure compliance with safety regulations and risk management protocols.
- Collaborate with stakeholders and PR teams for effective event promotion.
- Monitoring the post-event reports, feedback, and documentation for future improvements, maintained by the event’s executive.
- Monitoring the High level of communication with proper grooming standards as per the business requirement with all the event’s team.
- Proper tool and technical knowledge of google products.
- Maintaining proper team building communication for the seamless operations.
- Daily monitoring and updating of the event's sheet with accurate information.
- Tracking of daily event’s updates and ensuring the seamless work collaboration of internal team members.
- Tracking all the internal event’s expenses.

**Event Management**:

- Coordinate with relevant stake holders for logistics support for any simple, Full and big events.
- Manage and operate meeting rooms, function rooms, convention facilities and other facilities at Client premises for use by Client employees, Client clients and other visitors, as required by Client.
- Responsibility for all other duties and tasks as assigned by the Manager.

**Meeting Room’s, Conference Room & Board Room Management**:

- Monitoring the conference room, meeting room. Daily check all the meeting rooms & installed equipment. Projector VC, & any other IT products Service provider should get in touch with a specific technical team with the concern of Admin.
- Prior to scheduled meetings/presentations, ensure that all furniture is arranged according to the client preference for a particular venue. Includes coordination with the Audio/Visual equipment.
- Facilitate the scheduling of conference rooms, training rooms on request.
- Monitoring the client Managements with room set-up information including different choices of chair arrangement (U-Shape, theater, classroom, rounds), room capacity for these different set-ups, room amenities etc. any other requirement should be provided to the employees after location admin approval.
- Respond within 5 minutes to customer conference rooms and 15 minutes to internal conference rooms to technical requests due to additional furniture needs during meetings (i.e., more chairs, additional work surface etc.). This must be concerned with location admin.
- Daily inspect the conference rooms, training rooms and other venues and ensure the desired furniture arrangements have been accommodated, general supplies are provided and requested equipment is in-place and functional.
- After the conclusion of meetings, ensure that all furniture is re-arranged into the standard configuration or set-up for subsequent usage on the same day. Also, make sure all equipment and supplies that are not dedicated to a particular room are returned to and secured in their appropriate location.
- Ensure rooms are cleaned between meetings as needed during the day. This includes ensuring that any catering materials have been cleared away and removed. (Note: most of the conference rooms need to be checked once a day.)
- On a daily basis walk through each conference room checking the AV, whiteboard accessories and cabinet contents and make suggestions if stocking levels should be altered.

**Reports & Management**:

- Meeting room checklist, Meeting room/conference mailers, DSR, Weekly reports, MMR, Inventory register, Customer Feedback reports, Suggestion/Request reports.
- Maintaining the team in/out register and shift roaster.
- Monthly Projector Report
- Monthly SLA Report
- Monthly Spent report
- Daily Event Schedule

**Additional Service Determination**:

- Facilitates requests for miscellaneous services (e.g. decorations, entertainment, meeting materials, signage, meeting activities, transportation.), and manages all logístical coordination of these details.

**Event Execution**:

- Acts as a liaison between host and/or requester and service providers to assure the achievement of guest expectations. Event Planners will monitor offsite complex and VIP events based on size and degree of details.

**Location**:
On-site -Hyderabad, TS

**Scheduled Weekly Hours**:
48

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