Event Coordinator

2 weeks ago

Thane, India HR POWER PAK Full time

**Job Summary**:
The Event Coordinator is responsible for planning, organizing, and executing events, ensuring they run smoothly and efficiently. This role involves coordinating with clients, vendors, and internal teams to manage all event logistics, from initial planning to post-event follow-up. The Event Coordinator plays a key role in delivering successful events that meet client expectations and align with company goals.

**Key Responsibilities**:

- **Event Planning and Coordination**:

- Assist in the development of event concepts, themes, and objectives based on client or company requirements.
- Coordinate all event logistics, including venue selection, catering, audio-visual needs, and transportation.
- Manage event timelines, budgets, and resources to ensure timely and cost-effective execution.
- **Vendor and Client Management**:

- Liaise with clients to understand their vision, goals, and expectations for the event.
- Communicate with vendors and service providers, such as caterers, decorators, entertainment, and transportation services, to secure contracts and ensure timely delivery of services.
- Negotiate pricing and contracts with vendors to optimize event budgets.
- **On-site Event Management**:

- Oversee event setup, including decorations, seating arrangements, and technical equipment.
- Ensure smooth event execution by managing event staff, coordinating activities, and troubleshooting any issues that arise during the event.
- Serve as the primary point of contact for clients and vendors on the day of the event.
- **Event Promotion and Registration**:

- Manage event registration, including attendee lists, ticket sales, and special guest accommodations.
- Provide post-event reports, including feedback, budget reconciliation, and performance analysis.
- **Budget Management**:

- Assist in creating and maintaining event budgets, ensuring all expenses are tracked and documented.
- Reconcile all invoices and payments post-event, ensuring vendors and service providers are paid on time.
- **Post-Event Activities**:

- Collect feedback from clients, attendees, and vendors to assess the event's success and identify areas for improvement.
- Prepare reports and debriefs for the event manager or director, outlining key takeaways, lessons learned, and recommendations for future events.
- Maintain records of all events, including vendor contacts, contracts, and financial details.
- **Compliance and Risk Management**:

- Ensure all events comply with legal, safety, and insurance requirements.
- Identify and mitigate risks associated with the event, including safety hazards and potential delays.

**Qualifications**:

- Bachelor’s degree in Event Management, Marketing, Hospitality, or a related field.
- 1-3 years of experience in event coordination, planning, or project management.
- Strong organizational skills with the ability to manage multiple events simultaneously.
- Excellent communication and negotiation skills, with the ability to work well under pressure.

Pay: ₹12,000.00 - ₹20,000.00 per month

Schedule:

- Day shift

**Experience**:

- Event planning: 1 year (preferred)

Work Location: In person

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