Event Coordinator

EVENT COORDINATOR

The Good Vibe Decor Co. | Mumbai

We are looking for an organised, proactive and responsible Event Coordinator to manage client coordination and ensure smooth execution of our event decor projects.

KEY RESPONSIBILITIES

• Handle incoming event enquiries through WhatsApp, Instagram and calls
• Speak with clients and understand their event requirements
• Prepare and send quotations using company pricing
• Follow up with leads and pending quotations
• Convert enquiries into confirmed bookings
• Maintain the event sales pipeline and follow-up tracker
• Coordinate client requirements with the internal event team
• Prepare clear event briefs for the execution team
• Coordinate event-wise material requirements and dispatch
• Coordinate staff allocation and reporting timings
• Confirm venue timings, access, loading/unloading and setup requirements
• Ensure all event details are confirmed before the event date
• Coordinate with clients during the planning stage and resolve routine issues
• Follow up on advance payments and pending balances
• Maintain an updated event calendar
• Maintain customer and event records
• Follow up with clients after events for feedback and repeat business
• Identify opportunities for repeat bookings and referrals
• Share daily/weekly updates on enquiries, bookings, follow-ups and sales

WHAT WE’RE LOOKING FOR

• 1–3 years of experience in event management, event coordination, wedding planning, hospitality or client servicing
• Excellent communication and follow-up skills
• Good knowledge of WhatsApp and basic computer/Excel work
• Highly organised and able to manage multiple events simultaneously
• Comfortable speaking with clients and vendors
• Ability to work under pressure and meet deadlines
• Strong attention to detail
• Proactive attitude — someone who takes ownership rather than waiting for instructions
• Willingness to work on weekends when events require