Sr. Executive - Event Coordinator

Organo Eco Habitats; Hyderabad; On-site; INR 420,000 - 620,000; Full time

Job summary

Organo Eco Habitats is seeking an Executive Operations & Logistics professional to manage end-to-end event operations, including logistics, on-site execution, procurement, and safety compliance.

You will coordinate with program, design, and communications teams to translate event plans into on-time experiences and scalable processes for future programs.

Qualifications

• 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.

Responsibilities

• Event setup and logistics: plan venue selection, site layouts, furniture, AV, power, signage, and on-site flow for events, workshops, and programs.
• On-site operations: lead the on-ground team during events and manage timelines, check-in, zoning, and crowd flow.
• Procurement and inventory: identify logistics needs, prepare budgets, manage procurement, rentals, and vendor coordination.
• Safety and compliance: ensure safety, crowd-control, fire and first-aid protocols; coordinate with authorities as needed.
• Post-event and reporting: oversee site cleanup, asset retrieval, and vendor settlement; provide feedback reports.

Skills

Event operations

Logistics planning

Vendor coordination

Budget tracking

Safety compliance

Communication

Education

Bachelor’s degree in operations/logistics/hospitality/event management

Tools

Click-Up/Asana

Google Sheets

WhatsApp

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.
• On‑site operations
  • 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.
• Procurement & inventory
  • 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.
• Post‑event & reporting
  • 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.