Project Coordinator

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Job Description: Event Project Coordinator

Position Title: Event Project Coordinator
Department: Events / Project Management
Reports To: Event Manager / Project Lead
Job Type: Full-time (or Contract, Part-time – customize as needed)

Position Overview

The Event Project Coordinator supports the planning, organization, and execution of events from concept to completion. This role ensures all event tasks, timelines, and logistics are managed efficiently while coordinating with internal teams, clients, vendors, and stakeholders. The coordinator helps maintain project documentation, tracks progress, and ensures seamless event delivery.

Key ResponsibilitiesEvent Planning & Coordination

• Assist in developing event concepts, schedules, and project timelines.
• Coordinate logistics including venue selection, catering, audiovisual needs, décor, transportation, and staffing.
• Prepare and maintain event documentation including proposals, contracts, checklists, and run-of-show schedules.
• Support budget tracking and help manage expenses, invoices, and vendor payments.

Project Management

• Monitor project progress and ensure deadlines are met.
• Communicate regularly with team members and stakeholders to report status updates.
• Troubleshoot issues and provide quick, effective solutions during planning and onsite execution.
• Coordinate post-event evaluations and produce summary reports.

Vendor & Client Communication

• Liaise with vendors, suppliers, and partners to secure services and negotiate contracts.
• Maintain positive client relationships and ensure expectations are met.
• Schedule and attend client meetings, taking notes and tracking action items.

On-Site Event Execution

• Assist with event setup, registration, guest management, and teardown.
• Supervise volunteers and event staff as required.
• Ensure compliance with safety, legal, and organizational guidelines during events.

QualificationsEducation & Experience

• Bachelor’s degree in Event Management, Communications, Marketing, Hospitality, or related field (preferred).
• 1–3 years of experience in event planning, project coordination, or administrative support.

Skills & Competencies

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in project management tools (e.g., Asana, Trello, MS Project).
• Ability to work under pressure and adapt quickly to last-minute changes.
• Creative problem-solving and attention to detail.
• Basic budgeting and cost management skills.

Key Attributes

• Team-oriented
• Adaptable and proactive
• Customer-service focused
• Strong time management
• Professional demeano

Job Types: Full-time, Contractual / Temporary, Freelance

Pay: ₹30,000.00 - ₹40,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance

Work Location: In person