Event Solutions Coordinator

Event Execution

1. To liase and co-ordinate with selected vendors for equipment so as to ensure smooth execution of the event as per the schedule.

2. To give a detailed plan to client servicing team for the execution of the event and review and give feedback on the progress of the production of the event.

3. Processing of invoices and total cost sheet, sanctioning and post event

4. To provide a solution for the production of the event to the client based on both cost and quality of final output.

Cost Management

1. To implement cost saving measures so as to maximize the profitability of the event.

2. To get quotations from at least 3 different vendors for the supply of any equipment before finalizing on the final vendor.

3. To prepare a final cost sheet (as per specified format) for the production of the entire event and get the same sanctioned and approved by the Events Head.

Post Event Processing

1. To co-ordinate with Accounts team for processing the invoices and bills of vendors and ensure final payment to the vendor

2. To ensure that bills for all expense heads are available for any audit purpose.

Vendor Management :

1. To prepare a vendor database (existing and new) as per the specified format to capture list of vendors for various equipment, rates, their client list, project on which they last worked with 360 Degrees (for existing vendors) and at what rates, etc.

2. To negotiate the best rates with the vendor so as to maximize profitability / margins for the event.

3. To liase and co-ordinate with vendors to ensure timely deliveries / execution of assigned tasks / activities.

Systems Implementation :

1. To ensure implementation of systems and procedures as formalized by corporate.

2. To prepare documents and reports as specified are maintained as per time frames required.

3. To prepare and submit reports about the market to the Production Manager

ORGANISATIONAL RELATIONSHIPS :

Reports to Production Manager.

The person is required to work with significant independence and take guidance from the Production Manager.

CONTACTS : Internal persons

Manager Finance

Client Servicing team

External persons

Vendors

Clients representatives