Event & Logistics Coordinator

13 hours ago

Hyderabad, Telangana, India Magnus Group Full time ₹ 5,00,000 - ₹ 8,00,000 per year

Required Skill Set

1. Organizational & Management Skills

  • Strong multitasking and time management abilities
  • Ability to coordinate multiple logistics aspects simultaneously
  • Problem-solving and quick decision-making skills

2. Communication & Negotiation Skills

  • Strong verbal and written communication
  • Negotiation skills to finalize venue contracts and vendor agreements
  • Ability to liaise with hotels, transport providers, and other stakeholders

3. Financial & Budgeting Skills

  • Understanding of cost analysis and budget management
  • Ability to compare venue and logistics quotations
  • Negotiating best pricing and terms with vendors

4. Technical & IT Proficiency

  • Familiarity with event management software
  • Proficiency in MS Office (Excel, Word, PowerPoint) and Google Workspace
  • Knowledge of AV setup and IT logistics for conferences

5. Attention to Detail & Problem-Solving

  • Ability to foresee and mitigate potential logistical issues
  • Quick troubleshooting during events
  • Ensuring compliance with venue and safety regulations

6. Team Collaboration & Leadership

  • Coordinating with internal teams (marketing, sponsorship, speakers)
  • Managing vendor relationships and staff for smooth operations
  • Working with travel and accommodation teams for attendee logistics

Job Roles & Responsibilities

1. Venue Selection & Coordination

  • Research and shortlist potential venues based on requirements
  • Conduct site visits and assess venue facilities, seating capacity, and accessibility
  • Negotiate contracts, pricing, and additional services with venue representatives
  • Ensure compliance with health, safety, and event regulations

2. Logistics Planning & Execution

  • Develop and implement logistics plans for events
  • Arrange transportation, catering, security, and AV equipment
  • Ensure smooth check-in, registration, and seating arrangements
  • Coordinate on-site operations and troubleshoot issues during the event

3. Hotel & Accommodation Management

  • Identify and finalize hotel partnerships for guest accommodations
  • Negotiate room blocks, rates, and additional hotel services
  • Coordinate room bookings for speakers, VIPs, and attendees
  • Ensure hotel logistics align with event schedules

4. Vendor & Supplier Management

  • Communicate with vendors for catering, event setup, and AV support
  • Oversee contract negotiations and service agreements
  • Ensure timely delivery and setup of materials, furniture, and equipment

5. Budget & Cost Control

  • Prepare budget estimates for venue, logistics, and hotel expenses
  • Monitor and control expenses to stay within budget
  • Manage invoices, payments, and financial reconciliation

6. On-Site Coordination & Troubleshooting

  • Oversee on-the-ground event logistics and staff assignments
  • Handle last-minute changes and resolve logistical challenges
  • Ensure smooth execution of the event from setup to breakdown

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