Job Purpose

We are looking for an experienced and highly organised Wedding Planner / Wedding Project Manager to take complete ownership of wedding planning and execution. The person will be responsible for coordinating all aspects of the wedding, including travel, accommodation, transportation, vendor identification, contractor negotiations, guest management, event logistics, and on-ground execution.

The role requires strong coordination, negotiation, vendor management and problem-solving skills, along with the ability to manage multiple activities and stakeholders simultaneously.

Key Responsibilities

1. End-to-End Wedding Planning

- Plan, coordinate and oversee the wedding from initial planning through final execution.
- Prepare detailed timelines, activity schedules and execution plans.
- Coordinate with the family and other stakeholders to understand requirements, preferences and budgets.
- Ensure all activities are executed as per the agreed plan and timelines.

2. Travel & Guest Management

- Coordinate travel arrangements for guests, including flights/trains and other travel requirements.
- Plan and manage airport/railway station transfers.
- Coordinate guest arrivals, departures and transportation schedules.
- Maintain detailed guest lists, travel plans and movement schedules.

3. Accommodation Management

- Identify suitable hotels/resorts based on location, requirements and budget.
- Negotiate room rates, packages, inclusions and other commercial terms.
- Manage room bookings, room allocation and check-in/check-out arrangements.
- Coordinate directly with hotel/resort teams for guest requirements and special arrangements.

4. Vendor Identification & Management

- Identify, shortlist and evaluate suitable vendors for:
- Décor & floral arrangements
- Catering
- Photography & videography
- Makeup & styling
- Entertainment & artists
- Mehendi




- Invitation & gifting
- Sound, lighting & AV
- Transportation
- Hospitality staff
- Event production
- Furniture & rentals
- Other wedding-related services
- Obtain quotations and compare commercial proposals.
- Conduct vendor negotiations and finalise vendors based on quality, commercial terms and requirements.
- Monitor vendor deliverables and ensure timely execution.

5. Contractor & Commercial Negotiation

- Negotiate with vendors, contractors, hotels, transporters and service providers.
- Ensure competitive pricing and favourable commercial terms.
- Review quotations, contracts, payment schedules and deliverables.
- Track advances, payments and outstanding commitments.
- Ensure costs remain within the approved budget.

6. Event & Logistics Coordination

- Coordinate logistics across all wedding functions and ceremonies.
- Prepare function-wise checklists and timelines.
- Coordinate movement of people, materials, equipment and vendors.
- Ensure venues are ready as per the agreed schedule.
- Handle last-minute changes, issues and emergency requirements.

7. On-Ground Execution

- Be present at the venue during key wedding functions and oversee execution.
- Coordinate with vendors, hotel teams, family members and guests.
- Ensure every activity is completed as per the schedule.
- Quickly resolve operational issues and unforeseen challenges.

8. Budget & Cost Control

- Prepare and maintain the overall wedding budget.




- Track vendor quotations, negotiated rates, advances and final payments.
- Identify opportunities for cost optimisation without compromising the required quality.
- Provide regular updates on budget utilisation and commitments.

Required Skills & Competencies

- Strong event planning and project management skills.
- Excellent vendor identification and negotiation skills.
- Robust knowledge of wedding/event vendors and hospitality services.
- Excellent travel, accommodation and logistics coordination skills.
- Robust communication and interpersonal skills.
- Ability to manage multiple vendors and activities simultaneously.
- Strong attention to detail and follow-up skills.
- Ability to work under pressure and manage last-minute changes.
- Strong commercial and negotiation capabilities.
- Good knowledge of Excel, Google Sheets and event planning tools.

Preferred Experience

Candidates with experience in:

- Premium / destination weddings
- Large-scale family events
- Celebrity / VIP events
- Luxury hospitality
- Event management companies
- Wedding planning agencies
- Corporate event management
- Travel and hospitality coordination

will be preferred.

Key Attributes

Ownership | Planning | Vendor Management | Negotiation | Coordination | Cost Control | Problem Solving | Attention to Detail | Execution

Working Requirements

- Willingness to travel to wedding venues and destinations as required.
- Flexible to work extended hours during wedding functions and events.
- Ability to coordinate with multiple stakeholders across different locations.
- Strong availability during the final weeks leading up to the wedding and throughout the wedding functions.

Pay: ₹500,000.00 - ₹1,500,000.00 per year

Benefits:

- Provident Fund

Work Location: In person

📌 Events Project Manager (Chennai)
🏢 Refex Industries
📍 Chennai