Event Operations & Client Coordinator

About the job

Role Description This is a full-time, on-site Event Operations & Client Coordinator role based in Ahmedabad. The coordinator will manage end-to-end event logistics, including planning timelines, vendor coordination, venue arrangements, and on-ground execution to ensure smooth delivery. The role involves acting as a primary point of contact for clients, gathering requirements, sharing updates, managing expectations, and supporting post-event feedback. The coordinator will collaborate with internal creative, digital, and account teams to align event deliverables with brand objectives and communication strategies. Daily responsibilities include maintaining project documentation, tracking budgets, preparing reports, and proactively resolving operational issues to support high-quality client and attendee experiences.

Key Responsibilities

• Strong client-facing skills, with a focus on Customer Satisfaction and Customer Experience.
• Excellent Communication and Customer Service abilities to manage client queries and stakeholder interactions professionally.
• Solid Organization Skills to handle multiple events, deadlines, vendors, and internal coordination efficiently.
• Experience or strong interest in event management, operations, or marketing coordination.
• Ability to work in a fast-paced, on-site environment with a flexible, problem-solving mindset.
• Proficiency in basic office software (e.g., spreadsheets, presentations, email tools); familiarity with event or project management tools is an advantage.
• Bachelors degree in Marketing, Communications, Event Management, Business, or a related field, or equivalent practical experience.
• Prior experience in an agency or events environment is mandatory.
• Act as the primary point of contact for clients during event planning and execution.
• Understand client objectives, requirements, timelines, and budgets.
• Conduct client meetings, prepare meeting notes, and provide regular project updates.
• Manage client approvals for event concepts, designs, schedules, and deliverables.
• Address client concerns and ensure timely resolution of issues.
• Coordinate all event logistics, including venue arrangements, vendor management, transportation, catering, registration, and technical requirements.
• Develop and maintain event timelines, checklists, and operational plans.
• Liaise with vendors, suppliers, and venue teams to ensure smooth execution.
• Support on-site event setup, coordination, and dismantling activities.
• Monitor event progress and troubleshoot operational challenges as they arise.