Job Description
Event Operations Coordinator Job Description
The ideal candidate will play a key role in supporting the smooth execution of events and projects. This position involves coordinating with vendors, managing inventory, and providing administrative support.
• Vendor Coordination & Project Support:
• Coordinate with local and international vendors for merchandise and event materials.
• Liaise with suppliers for quotations, deliveries, timelines, and quality checks.
• Track status updates, follow up on deliverables, and ensure timely closures on tasks.
• Maintain a database of trusted vendors and service providers with updated contact details, pricing, and service records.
• Support the team in sourcing new vendors based on project needs, ensuring competitive pricing and quality benchmarks.
• Procurement & Inventory Management:
• Manage procurement of merchandise and supplies for events and projects.
• Maintain stock levels and track inventory across storage locations.
• Ensure safe handling, packaging, and dispatching of items for internal and external events.
• Conduct regular audits of inventory to identify discrepancies and initiate timely replenishment.
• Administrative & Operational Support:
• Support scheduling, meeting bookings, and coordination for ongoing projects.
• Maintain project documentation including spreadsheets, receipts, order details, and tracking files on shared drives.
• Assist with travel and accommodation bookings for team members attending events or conferences.
• Payments & Finance Coordination:
• Make online purchases using corporate credit cards and ensure proper tracking of all transactions.
• Coordinate with the finance team for payment reconciliations and documentation.
• Process invoices, follow up with vendors for billing, and maintain accurate records for financial reporting.
The ideal candidate will play a key role in supporting the smooth execution of events and projects. This position involves coordinating with vendors, managing inventory, and providing administrative support.
• Vendor Coordination & Project Support:
• Coordinate with local and international vendors for merchandise and event materials.
• Liaise with suppliers for quotations, deliveries, timelines, and quality checks.
• Track status updates, follow up on deliverables, and ensure timely closures on tasks.
• Maintain a database of trusted vendors and service providers with updated contact details, pricing, and service records.
• Support the team in sourcing new vendors based on project needs, ensuring competitive pricing and quality benchmarks.
• Procurement & Inventory Management:
• Manage procurement of merchandise and supplies for events and projects.
• Maintain stock levels and track inventory across storage locations.
• Ensure safe handling, packaging, and dispatching of items for internal and external events.
• Conduct regular audits of inventory to identify discrepancies and initiate timely replenishment.
• Administrative & Operational Support:
• Support scheduling, meeting bookings, and coordination for ongoing projects.
• Maintain project documentation including spreadsheets, receipts, order details, and tracking files on shared drives.
• Assist with travel and accommodation bookings for team members attending events or conferences.
• Payments & Finance Coordination:
• Make online purchases using corporate credit cards and ensure proper tracking of all transactions.
• Coordinate with the finance team for payment reconciliations and documentation.
• Process invoices, follow up with vendors for billing, and maintain accurate records for financial reporting.
💡 Quick Summary
Seeking a career-building opportunity? The Event Project Coordinator position is now open for candidates interested in the Event Management Jobs sector. This role in Mumbai offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.