Event Coordinator

About the Role

The Good Vibe Decor Co., based in Mumbai, seeks an Event Coordinator who is well-organized, proactive, and responsible to efficiently handle client relations and oversee the flawless execution of event decoration projects.

Key Responsibilities

• Manage incoming event inquiries from platforms such as WhatsApp, Instagram, and phone calls.
• Engage with clients to comprehend their specific event requirements.
• Prepare and send detailed quotations reflecting company pricing structures.
• Follow up diligently on leads and pending quotations to convert them into confirmed bookings.
• Maintain and update the event sales pipeline along with the follow-up tracker.
• Collaborate with the internal event team to coordinate client needs.
• Develop clear event briefs for smooth execution by the event team.
• Organize event-specific material requirements and coordinate dispatch logistics.
• Arrange staff allocation and manage reporting times effectively.
• Confirm venue arrangements including timings, access, loading/unloading, and setup specifications.
• Ensure that every event detail is finalized before the event date.
• Communicate with clients during planning phases and resolve routine issues.
• Monitor advance payments and follow up on outstanding balances.
• Keep an up-to-date event calendar along with maintaining customer and event records.
• Obtain client feedback post-event and foster relationships to encourage repeat business and referrals.
• Provide daily or weekly updates covering inquiries, bookings, follow-ups, and sales metrics.

Requirements

• Possess 1 to 3 years of experience in event management, event coordination, wedding planning, hospitality, or client servicing roles.
• Exhibit excellent communication skills and strong follow-up abilities.
• Familiarity with WhatsApp and basic computing including proficiency in Excel.
• Highly organized with the capacity to manage multiple events simultaneously.
• Comfortable interacting with both clients and vendors professionally.
• Capable of working under pressure and meeting strict deadlines.
• Detail-oriented with a strong focus on accuracy and thoroughness.
• Demonstrates a proactive mindset, taking ownership without waiting for instructions.
• Willingness to work during weekends as needed for events.