Executive – Events & Administration Support

Department : Administration / Corporate Services

Reporting To : BDM and HOD - Marketing

Location :Mumbai

Position Summary

We are looking for a highly dependable, proactive, and execution-focused individual to support

the planning, setup, coordination, and successful execution of corporate events, exhibitions,

coffee activations, leadership meetings, and internal company programs.

The ideal candidate should demonstrate strong ownership, attention to detail, hospitality

orientation, and the ability to manage multiple operational tasks simultaneously. This role

requires hands-on involvement in event setup, vendor coordination, material movement,

hospitality arrangements, office support, and post-event closure activities.

Key Responsibilities

1. Event Planning & Coordination (40%)

 Support planning and execution of corporate events, exhibitions, coffee festivals,

launches, and internal engagement activities.

 Coordinate with vendors, venues, logistics partners, and internal departments.

 Maintain event checklists, timelines, and execution schedules.

 Ensure availability of event materials, branding assets, merchandise, and equipment.

 Coordinate transportation and movement of event materials.

 Support event budgeting and expense tracking.

 Ensure smooth event execution with minimal supervision.

2. Event Setup & On-Ground Execution (25%)

 Handle venue setup and dismantling activities.

 Arrange branding materials, displays, standees, banners, and promotional assets.

 Coordinate event registrations and attendee management.

 Assist during coffee tastings, product demonstrations, and customer engagement

activities.

 Resolve operational issues during events and ensure seamless execution.

 Maintain event inventory before and after every activation.

3. Hospitality & VIP Support (10%)

 Coordinate refreshments and hospitality arrangements.

 Support Directors, guests, partners,



and VIP visitors during events.

 Ensure professional presentation and service standards.

 Assist in organizing meetings, conferences, and leadership visits.

4. Administration & Office Support (10%)

 Support office administration activities as required.

 Maintain event-related documents, records, and filing systems.

 Coordinate courier, stationery, and office requirements.

 Assist with basic reporting and MIS updates.

5. Warehouse & Material Management (10%)

 Assist in packing and dispatch of event materials.

 Ensure proper labeling and inventory control of event assets.

 Track movement of promotional materials and merchandise.

 Coordinate with warehouse teams for event readiness.

6. General Operational Support (5%)

 Take ownership of ad-hoc assignments.

 Support cross-functional teams during peak business periods.

 Demonstrate flexibility for weekend events and travel requirements.

Key Performance Indicators (KPIs)

Area KPI

Event Execution 95%+ events executed as planned

Setup Readiness Zero major setup delays

Material Management Accurate tracking of event inventory

Vendor Coordination Timely completion of deliverables

Hospitality Standards Positive stakeholder feedback

Administrative Support Timely completion of assigned tasks

Responsiveness Quick turnaround on operational requirements

Team Collaboration Support across departments

Required Skills & Competencies

Technical Skills

 Event coordination and execution

 Vendor management

 Inventory handling

 Basic Excel and reporting





 Material and logistics coordination

Behavioral Competencies

 High ownership mindset

 Strong execution ability

 Attention to detail

 Professional communication

 Hospitality orientation

 Reliability and integrity

 Adaptability and flexibility

 Problem-solving under pressure

Preferred Experience

 3–8 years of experience in event coordination, administration, hospitality, facilities,

exhibitions, retail activations, or corporate support roles.

 Experience handling corporate events, exhibitions, conferences, retail activations, or

hospitality operations.

 Experience in food & beverage, hospitality, retail, events, or service industries preferred.

Working Conditions

 Willingness to travel for events.

 Availability for weekend or extended-hour event assignments when required.

 Hands-on involvement in event setup, packing, material movement, and operational

execution.

Ideal Candidate Profile

Someone with the execution ownership and reliability of Nilesh, but with stronger confidence,

communication skills, vendor coordination ability, and event management exposure, who can

independently handle end-to-end event logistics and setup while representing Nandan Coffee

professionally during activations and corporate events.

Company website - www.nandancoffee.com

Pay: ₹200,000.00 - ₹300,000.00 per year

Advantages:

- Provident Fund

Ability to commute/relocate:

- Mumbai, Maharashtra (Mumbai): Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

- current ctc
- Expected ctc
- Notice period

Experience:

- Events management: 2 years (Required)
- food and bevarage industry: 1 year (Required)
- event planning and coordination: 3 years (Required)
- event set up and on ground execution: 2 years (Required)

Willingness to travel:

- 50% (Required)

Work Location: In person

📌 Executive – Events & Administration Support (India)
🏢 Yaraman Coffee
📍 India