Event coordinator

We are hiring for one of our leading client

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

Budget-Upto 10 LPA

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