Job Title: Site Coordinator (Event / Exhibition Execution)
Job Summary
The Site Coordinator oversees all on-site aspects of an event or exhibition—from setup to teardown—ensuring seamless execution aligned with client expectations, timelines, budgets, and safety standards. This role reports to the Event Manager and works closely with vendors, venue staff, internal teams, and stakeholders.
Key Responsibilities
- Venue & Logistics Coordination
- Conduct site walkthroughs to assess spaces, layouts, utilities, and logistics
- Set up booths, signage, audio-visual equipment, seating, registration desks, catering zones
- Manage load-in/load-out schedules, transport, and installation of exhibits/materials
- Vendor & Staff Management
- Liaise with caterers, decorators, AV providers, security, cleaners, and labor teams
- Coordinate volunteers and event staff, assign roles, and oversee briefings
- Day‑of‑Event Execution
- Serve as the primary on-site contact for clients, vendors, venue, and attendees
- Monitor event flow against timelines and “run of show,” resolving issues in real time
- Ensure compliance with safety regulations, permits, and insurance protocols
- Budget & Administration
- Track and process on-site invoices, vendor payments, and petty cash expenditures
- Provide daily reports and post-event assessments, including suggestions for future events
Required Skills & Qualifications
- Proven experience (2+ years) coordinating on-site execution of events, exhibitions, or trade shows
- Strong organizational & time-management skills, adept at juggling multiple tasks under pressure
- Excellent communication & interpersonal abilities—must be able to negotiate and manage diverse teams and stakeholders
- Budget tracking and basic accounting capability
- Tech-savvy: capable of using event software, MS Office, registration platforms, billing tools
- Adaptable and resourceful—quickly address unforeseen challenges and emergencies
- Available to work evenings, weekends, and travel to event venues as needed
Job Type: Full-time
Pay: ₹20,000.00 - ₹35,000.00 per month
Work Location: In person
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