JOB DESCRIPTIONLogistics Executive – Event & Operations

Location: Surat, Gujarat

Department: Logistics & Operations

Reports To: Logistics / Operations Manager

Experience: 1–3 Years

About the Role

We are looking for a detail-oriented and proactive Logistics Executive to manage day-to-day logistics and operational activities, including inventory management, event dispatches, procurement documentation, transportation coordination, and operational reporting.

The role requires strong coordination, organizational, documentation, and tracking skills, with the ability to work effectively across stores, logistics, events, and other internal departments.

Key Responsibilities

1. Inventory & Store Management

- Maintain accurate inventory records for service equipment, crockery & cutlery, housekeeping items, disposables, drink equipment, and other operational materials.
- Monitor and record all inward and outward movement of inventory.
- Maintain damage reports and inventory damage records.
- Track logistics attendance and cross-department manpower support.
- Coordinate with the Store Manager for inventory control and reconciliation.

2. Event & ODC Logistics

- Prepare pre-event dispatch lists based on requirements received from different departments.
- Coordinate event material dispatch, initial counting, final tally, return counting, and reconciliation.
- Ensure all required materials are dispatched to venues as per event requirements.
- Conduct venue recce and identify logistical requirements before events.
- Coordinate transportation and material movement for events.

3. Procurement & Documentation

- Prepare Purchase Orders based on approved procurement requirements using the Petpooja application.
- Prepare and maintain e-way bills and supporting documentation.
- Collect,



verify, and properly classify information required for procurement and logistics documentation.

4. Event Operations & Coordination

- Prepare event timelines and material movement plans.
- Coordinate with event teams, venues, transporters, internal departments, and other stakeholders.
- Prepare staff deployment and travel-related information.
- Provide operational support during events and ensure smooth movement of manpower and materials.

5. Expense & Reimbursement Management

- Maintain event-wise expense folders and supporting documents.
- Track petty cash, staff transportation, food-related expenses, and other event expenditures.
- Maintain accurate expense and reimbursement records.
- Ensure all bills and supporting documents are properly organized for verification and settlement.

6. Operational Systems & Reporting

- Maintain centralized logistics and inventory trackers.
- Develop and improve reusable operational checklists and documentation formats.
- Maintain dispatch and return checklists, damage registers, event timelines, expense records, and other operational trackers.
- Maintain calculation tools such as electrical-load requirements for events.
- Ensure all operational records are updated and readily available for reporting and handover.

Key Skills & Competencies
- Strong inventory and stock management skills
- Event logistics and dispatch coordination




- Good documentation and record-keeping skills
- Purchase Order and e-way bill handling
- Vendor and transportation coordination
- Strong knowledge of Excel / Google Sheets
- Ability to create and maintain operational trackers
- Positive numerical and reconciliation skills
- Strong attention to detail
- Cross-functional coordination
- Time management and problem-solving skills
- Ability to work effectively under event-driven deadlines

Qualifications & Experience
- Graduate in any discipline; logistics, operations, hospitality, supply chain, or related background preferred.
- 1–3 years of experience in logistics, event operations, hospitality operations, stores, or a similar role.
- Experience with inventory management and operational tracking systems will be an advantage.

Key Performance Indicators (KPIs)
- Inventory accuracy and reconciliation
- Timely event dispatch and return reconciliation
- Accuracy of Purchase Orders and logistics documentation
- Timely preparation of e-way bills and supporting records
- Accuracy of event expense documentation
- Timeliness and completeness of operational trackers
- Effective coordination of manpower, transportation, and event materials
- Reduction in inventory damage, loss, and documentation errors

Role Outcome The Logistics Executive will be responsible for ensuring accurate inventory control, timely event dispatches, smooth transportation and manpower coordination, proper procurement documentation, and reliable operational reporting, while continuously improving the systems and processes used to manage logistics and event operations. Pay: ₹20,000.00 - ₹39,006.61 per month

Work Location: In person

📌 Logistics Coordinator (Surat)
🏢 Bookends Hospitality
📍 Surat