5+ Event coordination Jobs in Mumbai | Event coordination Job openings in Mumbai

Key Responsibilities

Event Planning and Coordination

·        Collaborate with BD and CS team to understand their event goals, themes, and requirements.

·        Develop detailed plans, timelines, checklists and production schedules.

·        Coordinate with vendors, suppliers, and contractors to secure necessary services and materials.

·        Conduct site visits and assessments to ensure venue suitability and ensure alignment with client expectations.

Logistics Management

·        Oversee the setup, execution, and teardown of events and activities, ensuring all elements are in place and functioning correctly as per SOP.

·        Manage logistics, including transportation, accommodation, and catering arrangements etc.

·        Ensure compliance with health, safety, and regulatory standards during all activities.

Technical Coordination

·        Work closely with technical teams to ensure proper setup and operation of audio-visual equipment, lighting, staging, and other technical aspects.

·        Troubleshoot technical issues during events/activities and implement quick solutions to minimize disruptions.

Budget Management

·       Track and manage event/activity and procurement budgets, ensuring all expenses are tracked and kept within allocated limits.

·        Negotiate with vendors and suppliers to secure competitive rates and optimize costs.

Team Collaboration

·        Lead and coordinate event/activity staff, including volunteers, to ensure smooth execution of event tasks.

·        Foster a positive and collaborative team environment.

Client and Stakeholder Relations

• Serve as the on-ground point of contact for clients, providing regular updates and addressing concerns.
• Maintain strong relationships to ensure client satisfaction and seamless delivery of requirements.
• Professionally handle client feedback and implement improvements as needed.

Post-Event Evaluation

·        Conduct post-event evaluations to assess event success and identify areas for improvement.

·        Prepare detailed event reports for clients and internal stakeholders.

Key Responsibilities

Event Planning and Coordination

 Collaborate with BD and CS team to understand their event goals, themes, and requirements.

 Develop detailed plans, timelines, checklists and production schedules.

 Coordinate with vendors, suppliers, and contractors to secure necessary services and materials.

 Conduct site visits and assessments to ensure venue suitability and ensure alignment with client expectations.

Logistics Management

 Oversee the setup, execution, and teardown of events and activities, ensuring all elements are in place and functioning correctly as per SOP.

 Manage logistics, including transportation, accommodation, and catering arrangements etc.

 Ensure compliance with health, safety, and regulatory standards during all activities.

Technical Coordination

 Work closely with technical teams to ensure proper setup and operation of audio-visual equipment, lighting, staging, and other technical aspects.

 Troubleshoot technical issues during events/activities and implement quick solutions to minimize disruptions.

Budget Management

 Track and manage event/activity and procurement budgets, ensuring all expenses are tracked and kept within allocated limits.

 Negotiate with vendors and suppliers to secure competitive rates and

optimize costs.

Team Collaboration

 Lead and coordinate event/activity staff, including volunteers, to ensure smooth execution of event tasks.

 Foster a positive and collaborative team environment.

Client and Stakeholder Relations

 Serve as the on-ground point of contact for clients, providing regular updates and addressing concerns.

 Maintain strong relationships to ensure client satisfaction and seamless delivery of requirements.

 Professionally handle client feedback and implement improvements as needed.

Post-Event Evaluation

 Conduct post-event evaluations to assess event success and identify areas for improvement.

 Prepare detailed event reports for clients and internal stakeholders.

Job Title: Executive Assistant

• No of Vacancy 1
• Job Location Andheri / Malad
• Years of Experience 10+ years
• Salary 10-12 LPA
• Gender Open
• Working Days Monday to Saturday

 Manage executives' calendars, scheduling appointments, meetings, and travel arrangements.

 Screen and prioritize incoming communications, including emails, phone calls, and correspondence.

 Prepare agendas, presentations, and other materials for executive meetings and engagements.

 Conduct research and gather information to support decision-making and strategic initiatives

 Oversee and coordinate projects on behalf of the executive team, ensuring timely completion and alignment with strategic priorities.

 Track project milestones, budgets, and deliverables, providing status reports as needed.

 Anticipate potential risks and proactively address issues to keep projects on track

• Responding to customers in a timely manner
• Monitoring, tracking and reporting on feedback and online reviews
• Organizing and managing events to boost brand awareness
• Managing customer queries and grievances via call, email, and/or other mediums such as Zoko (WhatsApp integration platform)
• Gathering, analyzing and reporting customer satisfaction and feedback to management
• Proactively reaching out to consumers who have given positive feedback but not ordered offering discount codes/incentives to induce the purchase
• Building a community on WhatsApp/ telegram/ FB/ other consumers who are willing to be part of such a group
• Liaising with micro and macro influencers to generate clutter-breaking content for the brand - reels, stories, posts, etc
• Liaising with the PR team to build the brand and increasing awareness using brand evangelists
• Co-ordinating with the brand ambassador team once we get one on board
• Liaising and co-ordinating with agencies as part of the regular branding and marketing initiatives
• Building relationships with customers, industry professionals and journalists
• Staying up-to-date with digital technology trends

Desired Candidate Profile

• Ability to identify issues in the existing system and processes and come up with innovative solutions
• A heavy focus on details
• Strong people connection
• Ability to understand customer concerns with high empathy, and get to resolution with a win-win situation for both the customer and the company
• Ability to build long term relationships with potential customers
• Entrepreneurial ownership    

An entrepreneurial conference research and production company looking for an ambitious, dedicated and experienced Conference Manager to help grow both the conferences and the company.

We are looking for someone creative, organised and passionate about project management and events,who can plan an event from start to finish that exceed our expectations.

Key tasks and responsibilities:

• Development, production and delivery of projects from proposal to execution, on time, within budget, that exceed our expectations
• Coordinate all operations, from sourcing and negotiating with vendors and suppliers to venue searches and bookings
• Setting, communicating and maintaining timelines and priorities on every project
• Develop and maintain event databases, such as filtering and segmentation, with meticulous attention to detail
• Coordinate event logistics and collateral material design, production and distribution and maintain production schedules for event materials/collateral
• Communicating, maintaining and developing client and supplier relationships
• Perform general duties to support event planners, project managers and the Global Event team
• Analyse events portfolio and key performance areas and prepare event follow-up reports, identify areas to improve on for future events
• Montoring calendars and booking in meetings and calls for the management team 
• Competitor research, analysis and reporting

·      

Candidate requirements:

• Minimum 2-3 years minimum operational or project management experience from a B2B events/conference production company
• Graduated to degree level or equivalent in your chosen discipline, ideally Marketing, Social Sciences, Humanities, Languages or similar
• Fluent in written and spoken English
• Ability to work under pressure and meet demanding deadlines
• Ability to work independently and show a strong sense of initiative, taking ownership of key projects when required with a proactive attitude
• Ability to multitask, prioritise and be flexible is essential
• Works well as part of fast-paced team, prioritising effectively and managing workload
• Excellent IT skills - proficient in both Windows and Mac operating systems (i.e. PowerPoint, Keynote, Excel, Word, Outlook)
• Strong interpersonal and communication skills both verbal and written, able to successfully interact with all parts of the business and stakeholders at all levels
• Excellent organisational, analytical and administrative skills, meticulous attention to detail
• Flexible in approach and able to amend hours as required to suit business needs
• Adept at general administrative tasks like budgeting, data entry, and word processing