Sr. Executive - Event Coordinator

ESP Engineered; Hyderabad; On-site; INR 600,000 - 900,000; Full time

Job summary

ESP Engineered is seeking an Executive Operations & Logistics lead to manage end-to-end event logistics, ensuring on-site execution for workshops and programs. You will coordinate venues, AV, transportation, accommodation, and materials with cross-functional teams to deliver on-time experiences.

You'll oversee on-ground staff, vendors, and safety protocols, develop contingency plans, and document processes to improve future events and scalability.

Qualifications

• Bachelor’s degree or equivalent in operations, logistics, hospitality, or event management.
• 2–4 years of hands-on event operations and logistics experience.
• Experience managing multiple concurrent events and vendors.
• Familiar with basic budget tracking, procurement, and inventory.
• Ability to work under pressure in dynamic environments.

Responsibilities

• Plan and coordinate venue selection, layouts, AV, and on-site flow for events.
• Coordinate transportation, accommodation, catering, and material movement.
• Lead on-ground team, manage timelines, check-in, crowd flow.
• Troubleshoot operational issues and execute contingency plans.
• Manage procurement, rentals, and vendor coordination.
• Maintain inventory of reusable assets and ensure timely returns.
• Ensure safety, crowd-control, fire and first-aid protocols.
• Prepare risk assessments and post-event reports.
• Provide feedback reports on timelines and cost-saving opportunities.

Skills

Budget tracking

Vendor coordination

Project management

Stakeholder communication

Problem solving under pressure

Education

Bachelor’s degree or equivalent in operations/logistics/hospitality

Tools

Google Sheets

ClickUp

Asana

WhatsApp Groups

Job description

Position: OES – Executive Operations & Logistics

Reports to: Program / Operations Manager

Role overview

You will be responsible for end‑to‑end operations and logistics of events, workshops, and programs, ensuring smooth on‑ground execution, timely coordination, and safety‑compliant environments. You will work closely with the program, design, and communications teams to translate event plans into executed, on‑time experiences.

Key responsibilities

• Event setup & logistics
  • Plan and coordinate venue selection, site layouts, furniture, AV, power, signage, and on‑site flow for events, workshops, and programs.
  • Organize transportation, accommodation, catering, and material movement (assets, kits, props, participant kits) for participants and facilitators.
• Lead the on‑ground team during events (staff, volunteers, vendors) and manage timelines, check‑in, zoning, and crowd flow.
• Troubleshoot operational issues in real time (power, AV, access, safety, weather) and execute contingency plans.
• Identify logistics needs per event (tents, barriers, furniture, consumables, signage), prepare budgets, and manage procurement, rentals, and vendor coordination.
• Maintain an inventory of reusable assets, track usage, and ensure timely returns, storage, and maintenance.
• Safety & compliance
  • Ensure all events follow safety, crowd‑control, fire, and first‑aid protocols; coordinate with local authorities, security, and emergency services where needed.
  • Prepare and maintain event checklists, risk assessments, and post‑event reports.
• Oversee site cleanup, asset retrieval, and vendor settlement.
• Provide feedback reports on timelines, bottlenecks, and cost‑saving opportunities for future events.

Required qualifications and experience

• Bachelor’s degree or equivalent experience in operations, logistics, hospitality, or event management.
• 2–4 years of experience in event operations, logistics, or on‑ground execution (corporate, training, or community events).
• Proven experience in managing multiple concurrent events, timelines, and vendor coordination.
• Familiarity with basic budget tracking, procurement, and inventory practices.
• Strong problem‑solving skills and ability to work under pressure in dynamic environments.

Desired skills

• Excellent organizational and multitasking ability with strong attention to detail.
• Comfortable with digital tools (WhatsApp groups, shared calendars, Google Sheets, basic project tools like Click‑Up/Asana).
• Strong communication and stakeholder‑management skills (team members, vendors, partners, participants).
• Basic understanding of health & safety, fire norms, and crowd‑management principles.

What success looks like in this role

• All events, workshops, and programs start on time, run smoothly, and close cleanly.
• Logistics are predictable, cost‑effective, and well‑documented so processes can be replicated and scaled.
• Feedback from participants and facilitators consistently highlights smooth on‑ground experience and minimal disruptions.