Event Operations Manager / Business Operations ManagerVasavi Decorations – Coimbatore

Job Type: Full-Time

Location: Coimbatore, Tamil Nadu

Salary: ₹30,000 /-

Experience: 5–8+ years in Event Management / Event Operations / Wedding Planning / Production / Operations

Industry: Wedding Decorations | Event Management | Event Production

About Vasavi Decorations

Vasavi Decorations is an established wedding and event decoration company in Coimbatore with 70+ years of experience in creating and executing celebrations.

We handle weddings, receptions, engagements, housewarming functions, corporate events, parties, exhibitions, traditional functions and customized events.

Our services cover decoration, floral arrangements, stage and backdrop design, pandhal and structural works, lighting, sound, furniture, event planning and execution.

We are looking for an experienced Event Operations Manager / Business Operations Manager who can take ownership of the company's day-to-day operational activities and ensure that every booked event moves smoothly from booking to planning, procurement, production, execution, dismantling and payment closure.

Role Overview The selected candidate will be responsible for managing the complete operational cycle of multiple events simultaneously.

The person should be highly organized, proactive and capable of coordinating clients, vendors, suppliers, production teams, decorators, designers, execution teams and accounts.

This is a hands-on operational leadership role for someone who can independently plan and coordinate multiple events during peak wedding and festival seasons.

Key Responsibilities1. Event Booking & Operational Planning

- Maintain and monitor all confirmed and upcoming event bookings.
- Prepare a complete event calendar and operational schedule.
- Track multiple events happening on the same day, week and season.
- Identify manpower, material, production and vendor requirements well in advance.
- Ensure every confirmed event is converted into a clear execution plan.
- Maintain event-wise checklists, deadlines and responsibility assignments.
- Identify operational conflicts between multiple events and resolve them in advance.

1. Event-Wise Planning

For every confirmed event, prepare and maintain an event-wise operational plan covering:
- Event date and timings
- Venue and access timings
- Client requirements
- Approved quotation
- Décor requirements
- Material requirements
- Flower requirements
- Rental requirements
- Vendor requirements
- Production requirements
- Transportation
- Manpower
- Installation schedule
- Event-day execution
- Dismantling schedule
- Payment status

The manager should ensure that nothing is left to last-minute verbal communication.

1. Team Allocation & Task Management

- Assign responsibilities to the internal team based on event requirements.
- Allocate production and execution teams to different events.
- Plan manpower requirements according to the scale of each event.
- Conduct regular task follow-ups with team members.
- Monitor progress against deadlines.
- Ensure the assigned team understands the approved design, quantity, quality and execution requirements.
- Coordinate between design, production and execution teams.
- Reallocate manpower when multiple events overlap.

1. Vendor Management

Manage and coordinate the company's network of vendors and service providers, including:
- Flower vendors
- Floral suppliers
- Furniture vendors
- Lighting vendors
- Sound vendors
- Pandhal/PVC shed vendors
- Fabric and drapery vendors
- Printing vendors
- Rental vendors
- Transport providers
- Generator vendors
- Photography/video teams
- Catering/service vendors
- Other event-specific suppliers

Responsibilities include:
- Obtain quotations/rates from vendors.
- Negotiate rates where required.
- Confirm availability.
- Place event-wise orders.
- Follow up on delivery schedules.
- Ensure quantity and quality of materials.




- Coordinate vendor arrival and installation timings.
- Track pending vendor requirements.
- Maintain vendor performance and reliability records.

1. Material Planning & Procurement

Prepare detailed event-wise material lists based on approved quotations and designs. The manager should be able to convert a quotation into an actionable material requirement list.

For example

- Flowers and foliage
- Garlands
- Floral arrangements
- Props
- Backdrops
- Structures
- MDF/acrylic/flex elements
- Drapes and fabrics
- Carpets and mats
- Tables and chairs
- Lighting
- Electrical requirements
- Sound equipment
- Pandhal/PVC structures
- Furniture
- Fans/coolers
- Generator
- Transport requirements
- Other rental and execution materials

Ensure materials are: Planned → Procured → Received → Checked → Allocated → Transported → Installed → Returned/Stored

1. Production Planning

- Prepare production schedules for upcoming events.
- Coordinate fabrication and preparation of backdrops, props, structures and other décor elements.
- Prioritize production according to event dates.
- Monitor production progress.
- Ensure materials are ready before dispatch.
- Coordinate with the design team whenever design changes occur.
- Avoid last-minute production and unnecessary rush work.

1. Event Execution Planning

Prepare the complete execution schedule for each event.

This includes

- Venue access timing
- Material loading
- Vehicle planning
- Team departure
- Material arrival
- Installation sequence
- Décor setup
- Floral setup
- Lighting setup
- Furniture setup
- Sound setup
- Final finishing
- Client inspection
- Event readiness
- Dismantling
- Material return

The manager must ensure that the event is ready before the committed client/event time, not merely arrive at the venue on the event day.

1. Quotation & Cost Coordination

- Understand approved quotations thoroughly.
- Coordinate with the concerned team to prepare event-wise quotations.
- Check quantities, sizes, materials and services mentioned in quotations.
- Identify additional requirements requested by clients.
- Ensure additional work is communicated and priced appropriately.
- Compare estimated vendor costs with quoted values.
- Monitor event-wise operational costs.
- Identify avoidable expenses and operational leakages.

The candidate should be comfortable reading an itemized quotation and converting it into a practical execution plan.
1. Accounts & Payment Follow-Up

Coordinate closely with the accounts team for:
- Booking advance
- Second/third advances
- Pre-event payment collection
- Balance payment
- Additional work billing
- Vendor payment requirements
- Event-wise outstanding payments

The manager will not necessarily handle accounting entries but must ensure that payment-related follow-ups do not get missed because of operational activities.

1. Client Coordination

- Coordinate with clients after booking to collect pending event information.
- Confirm final requirements.
- Track design approvals.
- Clarify changes and additions.
- Coordinate venue access and restrictions.
- Communicate realistic timelines.
- Escalate major client issues to management when required.
- Ensure the operational team works according to the approved scope.

1. Peak Season Planning

During wedding seasons, festival seasons and high-demand periods:
- Prepare advance event calendars.
- Forecast manpower requirements.
- Reserve important vendors in advance.
- Plan flower/material procurement.
- Allocate production capacity.
- Allocate vehicles and execution teams.




- Identify overlapping events.
- Prepare backup vendors and contingency plans.
- Ensure multiple events can be executed simultaneously without compromising quality.

1. Event-Day Problem Solving

The manager must be capable of handling unexpected operational issues such as:
- Vendor delays
- Material shortages
- Transport delays
- Manpower shortage
- Venue restrictions
- Design changes
- Weather-related issues
- Damaged materials
- Flower availability issues
- Last-minute client requirements
- Multiple events happening simultaneously

The expectation is to identify the problem, find a practical solution and keep the event moving.

1. Post-Event Closure

After every event:
- Ensure dismantling is completed.
- Check rented materials.
- Track damaged/missing items.
- Ensure materials return to the company/store.
- Close vendor requirements.
- Confirm pending client payments.
- Submit event completion details.
- Record operational issues.
- Document learnings for future events.

Key Skills Required
- Event Operations Management
- Team Management
- Vendor Management
- Production Planning
- Material Planning
- Procurement Coordination
- Cost Awareness
- Client Coordination
- Negotiation
- Scheduling
- Multi-tasking
- Problem Solving
- Follow-up Skills
- Time Management
- Leadership
- Attention to Detail
- MS Excel / Google Sheets
- WhatsApp and digital communication
- Basic understanding of quotations and costing

Candidate Profile We are looking for a person who:
- Has strong ownership of responsibilities.
- Can independently manage day-to-day operations.
- Is comfortable handling multiple events simultaneously.
- Has excellent follow-up discipline.
- Can coordinate with different teams and vendors.
- Can work under pressure during peak wedding seasons.
- Is willing to travel to event venues when required.
- Understands event execution practically, not only theoretically.
- Can identify problems before they become emergencies.
- Is comfortable working with Excel, quotations, checklists and schedules.
- Has good communication skills in Tamil and English.
- Can lead teams firmly while maintaining valuable working relationships.

Preferred Experience Candidates with experience in any of the following will be preferred:
- Wedding Decoration Companies
- Event Management Companies
- Wedding Planning
- Event Production
- Wedding Planning & Décor
- Exhibition/Event Production
- Hospitality Operations
- Venue Operations
- Production Coordination
- Vendor Management

Preferred experience: 5–8+ years Candidates with strong practical event operations experience may be considered based on capability.

Performance Expectations The person joining this role will be expected to gradually take ownership of the company's operational workflow so that management does not need to personally follow up on every individual activity.

The ultimate objective is to create a system where:

Booking → Planning → Material List → Vendor Confirmation → Production → Team Allocation → Execution → Dismantling → Payment Closure is clearly tracked for every event.

What We Offer

- Full-time leadership role in an established event decoration company.
- Opportunity to manage diverse wedding and event projects.
- Exposure to large-scale event execution and production.
- Direct involvement in planning, procurement, vendors and operations.
- Opportunity for growth based on performance and responsibility.
- Salary: ₹30,000/- depending on experience, capability and interview performance.

Location Coimbatore, Tamil Nadu

Employment Type

Full-Time | Work from Office + Event Venue Visits

Apply

Candidates who are confident that they can independently manage multiple events, vendors, teams, materials, production schedules and operational follow-ups are encouraged to apply.

Pay: From ₹30,000.00 per month

Benefits

- Cell phone reimbursement
- Internet reimbursement

Work Location: In person

📌 Event Operations Manager / Business Operations Manager (Coimbatore)
🏢 Vasavi Decorations
📍 Coimbatore