Operations Executive

About the Role

We are looking for an Operations Executive – Events to join our Events team and manage the on-ground operational execution of book fairs across different cities in India.

The role involves extensive vendor coordination, venue recce, logistics, documentation, local authority coordination, manpower management, and event-day execution. The ideal candidate should be comfortable travelling to different locations, working with multiple vendors, solving operational issues on the ground, and ensuring that every event is executed smoothly and as per the required SOPs.

Key Responsibilities
1. Venue Recce & Event Planning

• Travel to different cities and locations to identify and evaluate potential venues for book fairs.
• Conduct detailed venue recce covering accessibility, space, parking, loading/unloading, electricity, storage, crowd movement, safety, and other operational requirements.
• Coordinate with venue owners and management teams for bookings, permissions, setup, and event requirements.
• Prepare venue reports and highlight operational requirements, limitations, and potential challenges.

2. Vendor Management

• Identify, coordinate, negotiate with, and manage vendors required for book fairs.
• Manage vendors including:
• Transportation and truck vendors
• Loading/unloading and labour teams
• Venue and infrastructure vendors
• Furniture, stalls, tables, chairs, and equipment vendors
• Printing and signage vendors
• Security and housekeeping vendors
• Other local vendors required for event execution
• Ensure vendors understand their scope of work, timelines, SOPs, and event requirements.
• Track vendor deliverables and ensure timely execution.

3. Logistics & Truck Management

• Coordinate the movement of books, event materials, equipment, and other inventory between locations.
• Manage truckers and transportation partners for inter-city movement.
• Ensure trucks follow defined company SOPs and operational requirements.
• Coordinate loading and unloading schedules and ensure materials reach the venue on time.
• Track movement of trucks and coordinate with drivers, vendors, warehouses, and event teams.
• Ensure all required transportation documents and permits are in place before movement.

4. Government & Local Authority Coordination

• Coordinate with relevant local authorities wherever permissions or documentation are required for conducting book fairs.
• Liaise with local police authorities, municipal bodies/Nagar Palika, venue authorities, and other government departments as required.
• Coordinate and obtain required permissions, NOCs, letters, sign-offs, or other documentation necessary for the event.
• Ensure event-related documentation and compliance requirements are completed within timelines.
• Maintain proper records of permissions, approvals, and operational documents for each event.

5. Manpower & Volunteer Coordination

• Identify and coordinate local manpower, labourers, and other temporary resources required for events.
• Assist in identifying volunteers when required for book fairs.
• Coordinate manpower deployment for setup, loading/unloading, event operations, and dismantling.
• Ensure adequate manpower is available at the right time and location.

6. Event-Day Operations

• Be present on-ground during events and oversee operational execution.
• Coordinate with vendors, venue teams, transporters, labourers, volunteers, and internal teams.
• Ensure setup, movement of materials, loading/unloading, and other operational activities happen as planned.
• Troubleshoot operational issues and take quick corrective action.
• Ensure all vendors and operational teams follow agreed timelines and SOPs.
• Coordinate event closure, dismantling, material movement, and post-event logistics.

7. Documentation & Reporting

• Maintain vendor databases, venue details, quotations, permissions, approvals, and event-related documentation.
• Maintain checklists for each book fair and ensure all operational requirements are completed before the event.
• Prepare post-event reports highlighting operational issues, vendor performance, costs, and learnings.
• Maintain records of local vendors and service providers across different cities.

What We're Looking For

• 1–4 years of experience in event operations, event management, logistics, exhibitions, retail events, or a similar field.
• Experience in vendor management and on-ground event execution is preferred.
• Strong coordination and communication skills.
• Comfortable travelling extensively across different cities in India.
• Ability to work with multiple vendors and stakeholders simultaneously.
• Strong problem-solving and negotiation skills.
• Ability to handle fast-paced, on-ground situations independently.
• Good understanding of logistics, transportation, manpower, and event execution.
• Comfortable dealing with local authorities, venue management, and external service providers.
• Strong attention to detail and documentation skills.
• Proficiency in MS Excel/Google Sheets and basic operational tools.

Key Skills

Event Operations | Vendor Management | Logistics | Venue Management | Transportation Management | Government Coordination | Manpower Management | Documentation | Negotiation | On-Ground Execution | Problem Solving

Role Requirements

• Location: Gurgaon, Haryana
• Work Type: Full-time
• Travel: Extensive travel across India
• Team: Events
• Role Type: On-ground Operations