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Event Operations Coordinator

Event Operations Coordinator

MIT ADT UniversityPune, Republic Of India, IN
21 days ago
Job description

About the Company

MIT ADT University is seeking detail-oriented, energetic, and highly organized Event Executives / Coordinators to assist the Event Manager in the day-to-day execution of all university events. This role is crucial for ensuring the smooth delivery of all logistical elements, managing vendor relationships, and providing essential on-site support to guarantee successful and seamless events in alignment with the University’s standards.

About the Role

MIT ADT University is seeking detail-oriented, energetic, and highly organized Event Executives / Coordinators to assist the Event Manager in the day-to-day execution of all university events. This role is crucial for ensuring the smooth delivery of all logistical elements, managing vendor relationships, and providing essential on-site support to guarantee successful and seamless events in alignment with the University’s standards.

Responsibilities

Operational Planning and Logistics Execution

  • Assist the Event Manager / Lead in creating and maintaining detailed event checklists, timelines, and floor plans.
  • Manage the procurement and tracking of all logistical requirements, including furniture setup, seating arrangements, signage placement, utilities (power, water), and waste management.
  • Coordinate internal bookings of university spaces (halls, classrooms, grounds) and manage the logistical needs of various campus departments involved in the event.
  • Organize and track inventory of all event-related assets (e.G., banners, registration kits, merchandise, AV equipment).

Vendor Management and Follow-Up

  • Serve as the primary point of contact for routine follow-up with approved vendors (catering, printing, transportation, sound / lights, decor).
  • Assist the Event Manager / Lead in collecting quotations, comparing bids, and preparing documentation for vendor contracts.
  • Ensure vendors adhere strictly to the agreed-upon contract terms, delivery schedules, and quality standards.
  • Coordinate vendor access to the venue, supervise setup and dismantling, and confirm final delivery / service completion.
  • Assist in collecting and verifying vendor invoices for payment processing.

    • Event Coordination and On-Site Support

  • Provide high-level administrative support to the Event Manager / Lead, including scheduling meetings, preparing presentations, and compiling reports.
  • Manage the event registration process, including setting up online / offline registration systems, coordinating badge printing, and managing the on-site registration desk.
  • Oversee the coordination and management of student volunteers, including scheduling, training, and supervision on event days.
  • Act as a runner or ground supervisor during events, swiftly addressing minor issues, directing guests, and coordinating between different operational zones.
  • Assist with guest hospitality, including managing accommodation, travel arrangements, and local transportation for VIPs and speakers.

    • Post-Event Duties

  • Assist with the efficient breakdown and cleanup of event venues, ensuring the campus space is returned to its original condition promptly.
  • Gather feedback forms, compile attendance data, and assist in preparing the initial draft of the post-event logistical report.
  • Organize and reconcile all event materials, inventory, and documentation (e.G., photographs, videos, press clippings).

    • Branding and Communication Support

  • Assist the Communications Department with the distribution of promotional materials on campus and through other designated channels.
  • Ensure all temporary branding elements (banners, signage, backdrops) are correctly displayed as per brand guidelines.

    • Qualifications

  • Education : Bachelor’s degree in any discipline;

    • a degree / diploma in Event Management or Hospitality is preferable.

  • Experience : 2-4 years of experience in event coordination, or a related administrative role, preferably in a dynamic educational or corporate setting.

    • Required Skills

  • Strong focus on operational execution, follow-through, and attention to detail.
  • Excellent time management, multi-tasking, and organizational abilities.
  • Proficiency in Microsoft Office (Word, Excel) for managing lists, budgets, and documentation.
  • Effective communication and interpersonal skills, essential for vendor and internal stakeholder coordination.
  • Proven ability to work effectively under pressure and troubleshoot minor issues independently.
  • High degree of professionalism, reliability, and enthusiasm.
  • Willingness to work flexible hours, including weekends and public holidays, especially leading up to and during major events.

    • If you are interested for the position please send your profile to hr.resume@mituniversity.edu.in

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    Event Coordinator • Pune, Republic Of India, IN

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