Events Coordinator - Real Estate

Vista Spaces; Bengaluru; On-site; INR 600,000 - 900,000; Full time

Job summary

Vista Spaces in Bengaluru seeks an experienced events professional to plan, coordinate, and execute corporate events, client engagements, property launches, and special occasions with a focus on hospitality and guest experience.

The ideal candidate will bring a strong hospitality background, excellent interpersonal skills, and hands-on experience in guest relations, vendor management, and on-site event execution.

Qualifications

• Strong hospitality background and guest relations experience.
• Experience in event planning, coordination, and on-site execution.
• Knowledge of venue, catering, and vendor coordination.

Responsibilities

• Plan and coordinate corporate events, client meetings, launches, and celebrations.
• Coordinate logistics, seating, AV, timelines, and guest lists.
• Manage vendor quotes, bookings, and on-site delivery.
• Coordinate client communications, RSVPs, and post-event wrap-up.
• Prepare event budgets and post-event reports.

Skills

Hospitality

Guest relations

Event planning

Vendor management

Budgeting

MS Office

Education

Bachelor's degree in Hotel Management / Event Management

Tools

MS Excel

PowerPoint

Word

Job description

Job Summary

To plan, coordinate, and execute corporate events, client engagement activities, property launches, and special occasions while ensuring high standards of hospitality, guest experience, and professional event management.

The ideal candidate should have a strong hospitality background, excellent interpersonal skills, and experience in guest relations, event coordination, vendor management, and on-site event execution.

Key Responsibilities

Event Planning and Coordination

• Plan and coordinate corporate events, client meetings, property launches, networking events, and company celebrations.
• Coordinate event schedules, venue arrangements, seating layouts, stage setups, audio-visual requirements, and other logistics.
• Prepare event checklists, timelines, guest lists, and execution plans.
• Ensure all event requirements are completed within the agreed timelines.

Hospitality and Guest Management

• Welcome and assist guests, clients, senior management, and VIP visitors with professional hospitality.
• Manage guest registration, reception, seating arrangements, and overall guest flow.
• Coordinate food and beverage arrangements, refreshments, catering, and special guest requirements.
• Ensure a high standard of guest service and a seamless hospitality experience throughout the event.
• Handle guest queries and resolve concerns promptly and professionally.

Vendor and Venue Management

• Coordinate with hotels, banquet halls, caterers, decorators, event agencies, photographers, and other service providers.
• Obtain quotations, compare costs, negotiate with vendors, and coordinate bookings.
• Monitor vendor deliverables to ensure quality and timely execution.
• Coordinate with venue teams for event setup, dismantling, and post-event closure.

Client and Stakeholder Coordination

• Coordinate with internal departments, management, marketing teams, and external stakeholders to understand event requirements.
• Manage invitations, RSVP tracking, guest confirmations, and follow-up communication.
• Ensure event arrangements align with company branding, management expectations, and client requirements.
• Maintain professional communication with clients, guests, and service providers.

On-Site Event Execution

• Supervise event setup and ensure readiness before guests arrive.
• Coordinate registration, hospitality desks, seating, catering, and event schedules.Monitor event activities and address last-minute changes or operational issues.
• Ensure the event runs smoothly from setup through completion.

Budgeting and Documentation

• Prepare event budgets and track expenses against approved estimates.
• Maintain vendor quotations, purchase orders, invoices, guest lists, and event-related records.
• Coordinate payment documentation and invoice submissions with the Finance team.
• Prepare post-event reports, feedback summaries, and cost statements.

Post-Event Activities

• Coordinate venue closure, material collection, and vendor sign-off.
• Ensure guest feedback is collected and documented where required.
• Coordinate the collection and sharing of event photographs and videos.
• Identify areas for improvement and maintain records for future events.

Educational Qualification

Bachelor's degree or diploma in Hotel Management, Hospitality Management, Event Management, or a related field.

Candidates with relevant hospitality experience and strong event coordination skills will be preferred.

Required Skills and Competencies

• Strong hospitality, guest relations, and customer service skills.
• Excellent communication and interpersonal skills.
• Experience in event planning, coordination, and on-site execution.
• Knowledge of hotel operations, banquet management, catering, and venue coordination.
• Vendor management, negotiation, and cost-control skills.
• Strong organisational skills and attention to detail.
• Ability to multitask, prioritise tasks, and work under tight deadlines.
• Professional grooming, etiquette, and a presentable personality.
• Proficiency in MS Office, particularly Excel, Word, and PowerPoint.
• Flexibility to work extended hours, weekends, or holidays when events require it.

Preferred Candidate Profile

Prior experience in hotels, luxury hospitality, banquets, event management companies, or corporate hospitality.

Experience handling VIP guests, senior management, corporate clients, and high-profile events.

Familiarity with premium guest experiences, event protocols, and professional service standards.

Ability to work independently and coordinate effectively with multiple stakeholders.

Key Performance Indicators (KPIs)

• Successful execution of events within agreed timelines and approved budgets.
• Guest satisfaction and quality of hospitality services.
• Timely coordination of vendors, venues, and event requirements.
• Accuracy of event documentation and expense tracking.
• Effective management of last-minute changes and event-related issues.
• Consistent adherence to professional hospitality and service standards.