Company Name: IMS Group (Interactive Manpower Solutions Pvt. Ltd.)

Company Website: https://imsplgroup.com/

LinkedIn URL: https://www.linkedin.com/company/ims-group-pvt-ltd/mycompany/

Instagram Page: https://instagram.com/imsplgroup?igshid=MzRlODBiNWFlZA==

Facebook Page: https://www.facebook.com/profile.php?id=100064152248422&mibextid;=ZbWKwL

Position: Global Conferences and Vendor Management Executive

Location: Ahmedabad, Gujarat

We are seeking a proactive and detail-oriented skilled to manage global conferences, vendor partnerships, memberships, and environmental branding initiatives across multiple geographies. The role demands strong coordination, negotiation, and execution skills to ensure high-quality delivery, stakeholder satisfaction, and cost efficiency.

Key Responsibilities

Conference Planning & Execution

- Plan and execute end-to-end conferences, including registrations, liaison with SPOCs, logistics, marketing materials, stakeholder coordination, approvals, and timely delivery.
- Negotiate conference packages and secure cost-effective deals.
- Ensure timely payments for sponsorships, registrations, materials, giveaways, shipping, and collaterals with error-free execution.
- Collect attendee lists, branding/marketing scope, and conference feedback from stakeholders.
- Provide biweekly updates and quarterly reports on conferences, collaterals, inventory, and materials management.

Memberships Management

- Manage membership renewals, tenures, payments, and benefits to maximize brand visibility.
- Ensure memberships are renewed prior to expiry and agreements/payments are accurately tracked.
- Support branding initiatives by leveraging membership benefits.
- Prepare quarterly reports on membership status and utilization.

Vendor & Merchandising Management

- Manage vendors for conferences, digital tools, merchandising, and branding needs, ensuring on-time delivery aligned with brand guidelines.
- Maintain an updated database of approved vendors and invoices.




- Achieve cost savings through vendor negotiations while ensuring quality standards.
- Research and evaluate new vendor options as per stakeholder requirements.
- Ensure timely payments for vendor and digital tool obligations.
- Deliver monthly and quarterly vendor management reports.

Environmental Branding (Internal Offices)

- Ensure impactful and consistent internal branding across offices in Ahmedabad, Jaipur, and the Philippines.
- Refresh certificates, brochures, and compliance signage on time.
- Coordinate with admin teams for legal, compliance, client visits, and stakeholder branding requirements.
- Maintain invoicing records and ensure timely closure of stakeholder, admin, and branding requests.

Accounts & Payment Coordination

- Collaborate with accounts teams and vendors for timely and accurate payment processing.
- Ensure error-free financial documentation and update accounts teams on invoices and changes in payment cycles.
- Eliminate payment-related escalations through proactive coordination.

Stakeholder & Internal SPOC Coordination

- Act as the single point of contact for stakeholders and branding teams for conference and non-conference activities.
- Document communications, share MoMs, and ensure conflict resolution without impacting execution.

Audit & Compliance

- Ensure compliance with internal and external audit requirements for conferences, vendor engagements, and branding activities.
- Maintain accurate records of POs, agreements, invoices, material records, and vendor documents.
- Submit timely audit documentation and quarterly compliance reports.

Desired Skills & Qualifications

- Bachelor’s degree in business administration, Marketing, Event Management, or related field.
- 1.5 to 2 years of experience in conference management, vendor management, or corporate branding in UK or USA.
- Strong negotiation and vendor engagement skills.
- Excellent coordination and stakeholder management abilities.
- Proficiency in MS Office Suite (Excel, PowerPoint, Word).
- Attention to detail, organizational, and multitasking skills.
- Ability to work effectively across global teams and multiple geographies.

📌 Global Conferences and Vendor Management Executive (Ahmedabad)
🏢 IMS nHance
📍 Ahmedabad