Job Description
Swamangalam is looking for a proactive and highly organised Event Coordinator / Event Executive to manage the execution of weddings and events from start to finish. This role involves coordinating with clients, vendors, and internal teams to ensure seamless on-ground execution. You will handle event checklists, timelines, logistics, onsite management, and post-event follow-up—ensuring every event runs smoothly and delivers a premium experience.
Key Responsibilities
Client & Vendor Coordination
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Communicate with clients to confirm event requirements, preferences, and approvals.
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Coordinate with decorators, caterers, photographers, logistics teams, and vendor partners.
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Ensure all deliverables (décor, hospitality, A/V, guest management) align with the event plan.
Event Planning & Documentation
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Prepare detailed event checklists, timelines, schedules, and execution plans.
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Maintain contracts, vendor agreements, approvals, and task lists.
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Ensure timely workflow across pre-event, event-day, and post-event stages.
Onsite Event Supervision
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Oversee event setup and ensure décor, lighting, seating, hospitality, and A/V arrangements meet client expectations.
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Troubleshoot issues in real time and ensure smooth event flow.
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Manage vendor scheduling, setup coordination, and guest-related arrangements.
Logistics & Operations
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Coordinate transport, manpower, venue readiness, and operational support.
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Ensure timely vendor payments and track operational expenses.
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Assist in guest management and hospitality processes as required.
Post-Event Activities
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Collect client feedback and share reports with management.
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Close vendor payments, settle bills, and complete documentation.
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Provide overall event review for improvements.
Desired Skills & Experience
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1–3 years experience in event management, wedding planning, or hospitality operations.
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Strong organisational skills and multitasking ability.
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Good communication and vendor-management skills.
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Ability to problem-solve under pressure and handle unexpected challenges.
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Willingness to work weekends, late hours, and dynamic event schedules.
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Calm, professional, and client-friendly attitude.