Company: Genres Ad Pvt. Ltd.

Department: Event Management

Job Location: Bhubaneswar, Odisha

Employment Type: Full-Time

Experience: 1–3 Years (Event Management experience preferred)

Qualification: Bachelor’s Degree in Event Management, Business Administration, Marketing, Hospitality Management, or a related field.

Joining Preference: Immediate joiners preferred.

1. Job Summary

Genres Ad Pvt. Ltd. is looking for a proactive, organized, and detail-oriented Event Coordinator to plan, coordinate, and execute corporate events, promotional activities, exhibitions, conferences, brand activations, and other events. The candidate will be responsible for coordinating with clients, vendors, internal teams, and on-ground staff to ensure the smooth execution of events within the approved budget and timeline.

2. Key Responsibilities

A. Event Planning and Execution

- Plan, organize, and coordinate corporate events, promotional campaigns, exhibitions, conferences, product launches, and brand activation activities.
- Develop event schedules, checklists, work plans, and execution timelines.
- Coordinate venue arrangements, stage setup, branding, sound and lighting, catering, transportation, and other event requirements.
- Monitor on-ground activities to ensure timely and successful event execution.

B. Client Coordination

- Communicate with clients to understand event requirements, objectives, budgets, and expectations.
- Share event plans, progress updates, and execution details with clients.
- Address client concerns promptly and ensure client satisfaction.
- Maintain professional relationships with existing clients and support repeat business opportunities.

C. Vendor and Resource Management

- Identify, coordinate, and negotiate with vendors, suppliers, contractors, and service providers.




- Obtain quotations, compare costs, and coordinate vendor bookings as per approved budgets.
- Ensure the timely availability of event materials, equipment, manpower, and other resources.
- Monitor vendor performance and resolve operational issues during event execution.

D. Budgeting and Documentation

- Prepare event budgets, cost estimates, quotations, and expense statements.
- Track actual expenses against approved budgets and report any cost variations.
- Maintain event-related documents, purchase records, bills, invoices, and vendor details.
- Prepare post-event reports, feedback summaries, and expense reconciliation statements.

E. Team Coordination and On-Ground Operations

- Coordinate with internal departments, including Creative, Production, Digital Marketing, Printing, and Accounts, as required.
- Brief event staff, promoters, volunteers, and other team members regarding their roles and responsibilities.
- Supervise event setup, dismantling, logistics, and in office activities.
- Handle last-minute changes and operational challenges efficiently.

F. Reporting and Follow-Up

- Provide regular updates to the reporting manager regarding event progress, expenses, and operational requirements.
- Ensure timely completion of assigned tasks and submission of event reports.
- Collect client feedback and identify opportunities to improve future events.
- Maintain proper records of completed events,



vendor performance, and event outcomes.

3. Required Skills and Competencies

- Strong planning, organizational, and time-management skills.
- Excellent verbal and written communication skills.
- Effective client handling, negotiation, and coordination abilities.
- Budget management and cost-control skills.
- Problem-solving and decision-making abilities.
- Ability to manage multiple assignments and meet strict deadlines.
- Proficiency in MS Excel, MS Word, PowerPoint, email, and documentation.
- Willingness to travel locally and work flexible hours, including weekends and holidays, depending on event schedules.
- Ability to work under pressure and coordinate with multiple stakeholders.

4. Educational Qualification and Experience

- Bachelor’s degree in Event Management, Business Administration, Marketing, Hospitality Management, or a related discipline.
- 1–3 years of experience in event coordination, event management, advertising, or related fields is preferred.
- Freshers with strong communication, organizational, and coordination skills may also be considered.
- Prior experience handling corporate events, government events, exhibitions, promotional campaigns, or brand activations will be an added advantage.

5. Key Performance Indicators (KPIs)

- Timely planning and execution of assigned events.
- Adherence to approved event budgets and cost estimates.
- Client satisfaction and quality of event delivery.
- Effective vendor management and timely resource arrangements.
- Accuracy and timely submission of event documentation and reports.
- Coordination efficiency and resolution of on-ground issues.
- Compliance with event timelines, quality standards, and client requirements.

📌 Event Coordinator (Bhubaneswar)
🏢 Genres
📍 Bhubaneswar