Event Coordinator

Wisemonk; India; A distancia; INR 900.000 - 1.100.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Remote work

US shift coordination

Descripción de la vacante

Wisemonk is hiring for a remote role focused on procurement and vendor management for US-based events. You will research venues, suppliers, and related vendors across the United States and manage communications to secure quotes and proposals.

The role requires excellent English communication, strong administrative skills, and the ability to manage multiple projects remotely. Work timings align with US shifts, with a budget cap of up to 10 LPA.

Formación

• Excellent spoken English for US vendor calls
• Excellent written English and professional emails
• Strong administrative and organizational skills
• Strong online research capabilities and detail orientation

Responsabilidades

• Research venues, suppliers, and other event vendors across the US.
• Contact venues and vendors by phone and email for availability and quotes.
• Follow up until information and quotations are received.
• Compare vendors by pricing, availability, capabilities, location and project specs.
• Maintain organized vendor databases for current and future projects.

Conocimientos

English communication

Administrative skills

Online research

Vendor coordination

Multitasking

Herramientas

MS Excel

Project management tools

Vendor trackers

Descripción del empleo

We are hiring for one of our leading client

Timings-U.S. Shift (6PM- 3:30AM)

Budget-Upto 10LPA

Location- Remote

Key Responsibilities

• Research venues, suppliers, rental companies, fabricators, AV providers, staffing companies, transportation providers, and other event vendors throughout the United States.
• Contact venues and vendors by phone and email to request availability, pricing, specifications, and proposals.
• Follow up persistently until required information and quotations are received.
• Compare vendors based on pricing, availability, capabilities, location, delivery requirements, and project specifications.
• Build and maintain organized vendor databases for current and future projects.

Procurement & Purchasing

• Source products, materials, equipment, rentals, and services required for events.
• Research purchasing options online and identify the most appropriate suppliers based on price, quality, specifications, availability, and delivery timelines.
• Prepare purchasing recommendations for approval.
• Place approved online orders and coordinate payments with vendors.
• Confirm orders, quantities, specifications, delivery addresses, and deadlines before purchase.
• Track shipments, deliveries, rentals, and vendor commitments through completion.
• Immediately identify and elevate delayed orders, unavailable products, incorrect shipments, or other procurement risks.

Production Administration

• Review creative presentations, production decks, floor plans, and project briefs to identify the products, services, vendors, rentals, and resources required for execution.
• Convert project requirements into organized procurement lists, vendor lists, production checklists, and action items.
• Maintain accurate records of quotes, invoices, orders, payments, confirmations, tracking numbers, and vendor communications.
• Organize project information so that the U.S. production team can quickly understand what has been completed, what is pending, and what requires attention.
• Support multiple projects simultaneously while maintaining accuracy and meeting deadlines.
• Maintain continuous communication with vendors throughout the sourcing and purchasing process.
• Confirm that vendors understand specifications, schedules, delivery requirements, and project expectations.
• Follow up on outstanding quotes, contracts, invoices, payments, deliveries, and documentation.
• Keep vendor and project information updated in the company’s project-management systems.
• Develop professional relationships with vendors and suppliers across different U.S. markets.

Reporting & Accountability

• Provide clear daily updates showing:
• Tasks completed
• Quotes received
• Payments processed or pending
• Deliveries and tracking status
• Problems or risks requiring attention
• Priorities for the following day
• Maintain accurate procurement and vendor trackers.
• Ensure assigned tasks are completed within established deadlines.
• Proactively communicate delays or obstacles rather than waiting for management to request an update.

Required Qualifications

• Excellent professional English communication skills, with clear, easily understandable spoken English suitable for regular phone calls with U.S.-based vendors and venues.
• Excellent written English and professional email communication.
• Strong administrative and organizational skills.
• Strong online research capabilities.
• Experience sourcing vendors, requesting quotations, comparing proposals, purchasing products or services, or coordinating suppliers.
• Strong follow-up skills and the ability to manage multiple open requests simultaneously.
• Comfortable communicating directly with U.S. vendors by phone and email.
• Experience managing spreadsheets, trackers, budgets, quotes, purchase orders, invoices, and online purchasing.
• High attention to detail, particularly when reviewing quantities, specifications, addresses, dates, pricing, and delivery requirements.
• Ability to work independently in a remote environment with minimal supervision.
• Strong sense of urgency and accountability.
• Ability to prioritize multiple projects and deadlines.
• Stable, reliable high-speed internet connection and an appropriate home-office environment.

Preferred Experience

Experience in one or more of the following is strongly preferred: