Event Coordinator

We are hiring for one of our leading client

Timings-U.S. Shift (6PM- 3:30AM)

Budget-Upto 10LPA

Location- Remote

Key Responsibilities

Vendor & Venue Sourcing

• Research venues, suppliers, rental companies, fabricators, AV providers, staffing companies, transportation providers, and other event vendors throughout the United States.
• Contact venues and vendors by phone and email to request availability, pricing, specifications, and proposals.
• Follow up persistently until required information and quotations are received.
• Compare vendors based on pricing, availability, capabilities, location, delivery requirements, and project specifications.
• Build and maintain organized vendor databases for current and future projects.

Procurement & Purchasing

• Source products, materials, equipment, rentals, and services required for events.
• Research purchasing options online and identify the most appropriate suppliers based on price, quality, specifications, availability, and delivery timelines.
• Prepare purchasing recommendations for approval.
• Place approved online orders and coordinate payments with vendors.
• Confirm orders, quantities, specifications, delivery addresses, and deadlines before purchase.
• Track shipments, deliveries, rentals, and vendor commitments through completion.
• Immediately identify and escalate delayed orders, unavailable products, incorrect shipments, or other procurement risks.

Production Administration

• Review creative presentations, production decks, floor plans, and project briefs to identify the products, services, vendors, rentals, and resources required for execution.
• Convert project requirements into organized procurement lists, vendor lists, production checklists, and action items.
• Maintain accurate records of quotes, invoices, orders, payments, confirmations, tracking numbers, and vendor communications.
• Organize project information so that the U.S. production team can quickly understand what has been completed, what is pending, and what requires attention.
• Support multiple projects simultaneously while maintaining accuracy and meeting deadlines.

Vendor Management & Follow-Up

• Maintain continuous communication with vendors throughout the sourcing and purchasing process.
• Confirm that vendors understand specifications, schedules, delivery requirements, and project expectations.
• Follow up on outstanding quotes, contracts, invoices, payments, deliveries, and documentation.
• Keep vendor and project information updated in the company's project-management systems.
• Develop professional relationships with vendors and suppliers across different U.S. markets.

Reporting & Accountability

• Provide clear daily updates showing:

Tasks completed

Quotes received

Vendors contacted

Orders placed

Payments processed or pending

Deliveries and tracking status

Outstanding follow-ups

Problems or risks requiring attention

Priorities for the following day

• Maintain accurate procurement and vendor trackers.

• Ensure assigned tasks are completed within established deadlines.

• Proactively communicate delays or obstacles rather than waiting for management to request an update.

Required Qualifications

• Excellent professional English communication skills, with clear, easily understandable spoken English suitable for regular phone calls with U.S.-based vendors and venues.
• Excellent written English and professional email communication.
• Strong administrative and organizational skills.
• Strong online research capabilities.
• Experience sourcing vendors, requesting quotations, comparing proposals, purchasing products or services, or coordinating suppliers.
• Strong follow-up skills and the ability to manage multiple open requests simultaneously.
• Comfortable communicating directly with U.S. vendors by phone and email.
• Experience managing spreadsheets, trackers, budgets, quotes, purchase orders, invoices, and online purchasing.
• High attention to detail, particularly when reviewing quantities, specifications, addresses, dates, pricing, and delivery requirements.
• Ability to work independently in a remote environment with minimal supervision.
• Strong sense of urgency and accountability.
• Ability to prioritize multiple projects and deadlines.
• Stable, reliable high-speed internet connection and an appropriate home-office environment.

Preferred Experience

Experience in one or more of the following is strongly preferred:

• Experiential marketing
• Live events
• Event production
• Procurement or purchasing
• Hospitality
• Venue sourcing
• Logistics
• AV or technical production
• Exhibit or trade-show production
• Fabrication
• Rentals
• Vendor management