Talent.com
Event Logistics Coordinator

Event Logistics 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

    Create a job alert for this search

    Event Coordinator • Pune, Republic Of India, IN

    Related jobs
    • Promoted
    Event Production & Logistics Coordinator

    Event Production & Logistics Coordinator

    beep experienceRepublic Of India, IN
    We are a media neutral collective of passionate storytellers.We specialise in experiential marketing, integrated events, MICE and brand communications. With offices in major cities and partners worl...Show moreLast updated: 30+ days ago
    • Promoted
    Meetings and Events Project Coordinator

    Meetings and Events Project Coordinator

    Kuoni TumlareRepublic Of India, IN
    Company Information & Job Details : .At Kuoni Tumlare, we create truly inspiring travel experiences that go beyond expectations. Proudly part of the JTB Corporation, we curate and deliver group travel...Show moreLast updated: 11 days ago
    • Promoted
    Client Relations & Event Coordinator

    Client Relations & Event Coordinator

    Hafla | حفلةPune, Republic Of India, IN
    Join Our Team at Hafla | حفلة ⭐.Event Management Contact support center blended process (Voice Inbound / Outbound and Chat). Hafla is excited to announce that we are hiring a Customer Support Speciali...Show moreLast updated: 18 days ago
    • Promoted
    Presales Specialist

    Presales Specialist

    TechnoSphere, Inc.Nagpur, IN
    Presales Specialist / Proposal Coordinator.Presales Specialist / Proposal Coordinator.RFP / RFI responses, and presales documentation. The ideal candidate will have excellent communication skills, str...Show moreLast updated: 20 days ago
    • Promoted
    Event Operations Coordinator

    Event Operations Coordinator

    MIT ADT UniversityPune, Republic Of India, IN
    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 ro...Show moreLast updated: 21 days ago
    • Promoted
    • New!
    Remote - Global Events Management Lead

    Remote - Global Events Management Lead

    Shooting Stars FoundationNagpur, IN
    Remote
    We need to fill this position by.ONLY those who fill the questionnaire below will be considered (will take about 20-30 min to apply). If you dont fill the above google form, we are unable to conside...Show moreLast updated: 12 hours ago
    • Promoted
    Music Coordinator

    Music Coordinator

    StraiveNagpur, IN
    For this role, we envision someone who is passionate about delivering music industry best practices to developing artists and labels, supporting artists in delivering their releases into the client...Show moreLast updated: 9 days ago
    • Promoted
    University Events Coordinator

    University Events Coordinator

    MIT ADT UniversityPune, Republic Of India, IN
    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 ro...Show moreLast updated: 21 days ago
    • Promoted
    Freight Broker / Logistics Sales Agent (U.S. Brokerage Division)

    Freight Broker / Logistics Sales Agent (U.S. Brokerage Division)

    RRA GroupNagpur, IN
    Canada–based logistics company.Freight Brokerage, Freight Forwarding, and Customs Brokerage.WCA, JCTrans, CIFFA, and FIATA. Bring and grow shipper accounts within North American lanes (truckload, LT...Show moreLast updated: 18 days ago
    • Promoted
    Operations Coordinator (Remote / WFH)

    Operations Coordinator (Remote / WFH)

    A Walker's WorldNagpur, IN
    Remote
    We are a growing active tourism company dedicated to providing unforgettable experiences.We are passionate about offering unique journeys that are off the beaten tracks and are looking for a new te...Show moreLast updated: 15 days ago
    • Promoted
    Fleet Administrator

    Fleet Administrator

    Acutis DiagnosticsNagpur, IN
    Acutis Diagnostics is a laboratory medicine company specializing in clinical toxicology and breakthrough branded molecular diagnosis. We are committed to combining hard science and technology with t...Show moreLast updated: 18 days ago
    • Promoted
    • New!
    Event Operations Coordinator

    Event Operations Coordinator

    Hyperlink Brand Solutions Pvt. Ltd.Republic Of India, IN
    Receive & understand the briefs from the Client Service person.In certain cases, meet the Creative team & discuss the brief along with CS person. Propose executable, innovative ideas & explore new t...Show moreLast updated: 11 hours ago
    • Promoted
    Global Logistics Coordinator

    Global Logistics Coordinator

    QUALIANCE INTERNATIONAL PRIVATE LIMITEDRepublic Of India, IN
    Preparing import / export documentation like Invoice, packing list, etc.Approving checklists and co-ordinate with CHA on import and export clearances. Preparing and maintaining advance licenses for ...Show moreLast updated: 10 days ago
    • Promoted
    B2B Marketing Programs / Event Manager (Remote | US Time Zone | Immediate Joiner only)

    B2B Marketing Programs / Event Manager (Remote | US Time Zone | Immediate Joiner only)

    HSV DigitalNagpur, IN
    Remote
    Remote (Only US Time Zone working hours).The ideal candidate brings a strong mix of strategic marketing, operational excellence, and data-driven execution. You will work closely with internal teams,...Show moreLast updated: 9 days ago
    • Promoted
    Program Delivery Coordinator

    Program Delivery Coordinator

    EmeritusNagpur, IN
    Reports to : Senior Delivery Specialist.Emeritus is committed to teaching the skills of the future by making high-quality education accessible and affordable to individuals, companies, and governmen...Show moreLast updated: 7 days ago
    • Promoted
    • New!
    Event Operations Manager

    Event Operations Manager

    The Cocktail StoryNagpur, IN
    At The Cocktail Story, we are a 360 Marketing Agency for Alco-Bev brands, connecting the Hospitality Industry, Alco-Bev Brands, and Consumers. Our integrated Digital and Experiential Teams create in...Show moreLast updated: 12 hours ago
    • Promoted
    Executive Search Coordinator [T500-20156]

    Executive Search Coordinator [T500-20156]

    Talent500Nagpur, IN
    Talent500 is hiring for one of its clients.Stout’s Growth team develops and implements an end-to-end experienced hire recruiting strategy / process with new, creative tactics that help attract the ...Show moreLast updated: 30+ days ago
    • Promoted
    • New!
    Operations & Recruiting Coordinator (Hospitality)

    Operations & Recruiting Coordinator (Hospitality)

    HN Hospitality Private LimitedNagpur, IN
    Operations & Recruiting Coordinator (Hospitality) — Tech-First.Bengaluru (on-site; relocation considered).We’re building a high-discipline, tech-enabled operations backbone across our.You’ll be the...Show moreLast updated: 12 hours ago