Company: Medallin Sports Private Limited
Job Title: Operations Manager – MICE
Department: MICE & Events
Location:Gurgaon, Haryana
Reports To: Deputy General Manager – MICE / Head of Operations
About Medallin Sports Private Limited
Medallin Sports Private Limited is a leading sports management and MICE company specializing in sports events, corporate meetings, conferences, incentive travel, exhibitions, hospitality, and travel management. We provide end-to-end event solutions, delivering exceptional experiences across India and international destinations.
Job Summary
The Operations Manager – MICE will be responsible for planning, coordinating, and executing domestic and international MICE events from inception to completion. The role involves managing client requirements, vendor relationships, hotel negotiations, travel logistics, budgeting, on-site operations, and ensuring seamless execution while maintaining the highest standards of service.
Key Responsibilities
MICE Operations
- Manage end-to-end planning and execution of Meetings, Incentives, Conferences, Exhibitions, and Corporate Events.
- Handle domestic and international MICE groups from proposal stage through post-event closure.
- Develop detailed operational plans, timelines, and event checklists.
- Ensure smooth execution of all event deliverables.
Hotel & Venue Management
- Source and negotiate with hotels, resorts, convention centres, and event venues.
- Negotiate room rates, meeting packages, banquet costs, attrition, cancellation terms, and value-added benefits.
- Coordinate rooming lists, upgrades, FOC rooms, early check-ins, and special requests.
- Conduct site inspections and venue evaluations.
Travel & Logistics
- Coordinate domestic and international flight bookings, airport transfers, ground transportation, and visa documentation.
- Manage travel itineraries and ensure timely movement of participants.
- Coordinate logistics for VIPs, speakers, sponsors, and delegates.
Client Relationship Management
- Act as the primary point of contact for clients throughout the event lifecycle.
- Understand client objectives and translate them into operational plans.
- Provide regular updates, proposals, and reports.
- Ensure high levels of client satisfaction.
Vendor Management
- Manage relationships with hotels, DMCs, transport providers, production agencies, caterers, and other vendors.
- Negotiate competitive pricing and service agreements.
- Ensure vendors meet quality and delivery standards.
Budget & Cost Control
- Prepare event budgets and cost estimates.
- Monitor event expenses and profitability.
- Negotiate cost-effective solutions without compromising service quality.
- Manage purchase orders, vendor payments, and reconciliations.
Conference & Event Management
- Coordinate meeting room setups, AV requirements, staging, branding, registration, and delegate management.
- Oversee banquet arrangements, gala dinners, networking events, and team-building activities.
- Ensure all conference equipment and technical requirements are in place.
Team Management
- Lead and mentor the operations team.
- Allocate responsibilities and monitor performance.
- Coordinate with internal departments including sales, finance, ticketing, and procurement.
On-site Event Execution
- Lead on-ground event operations.
- Handle VIP movements and protocol requirements.
- Resolve operational challenges in real time.
- Ensure successful execution according to client expectations.
Reporting & MIS
- Prepare event reports, operational summaries, and post-event analyses.
- Maintain supplier databases, rate contracts, and operational documentation.
- Generate MIS reports and recommend process improvements.
Qualifications
- Bachelor's degree in Hospitality, Tourism, Event Management, Business Administration, or a related field.
- 5–8 years of experience in MICE operations or event management.
- Experience in handling domestic and international corporate events.
- Experience in hotel contracting and vendor negotiations.
Required Skills
- Strong knowledge of MICE operations and event management.
- Excellent negotiation and vendor management skills.
- Experience with hotel contracting and destination management.
- Strong budgeting and financial management skills.
- Excellent communication and presentation skills.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint).
- Ability to manage multiple projects simultaneously.
- Willingness to travel extensively for site inspections and event execution.
Key Competencies
- Leadership and team management
- Client relationship management
- Negotiation and contracting
- Strategic planning
- Problem-solving and decision-making
- Time management
- Attention to detail
- Budget management
- Crisis management
- Stakeholder management
Key Performance Indicators (KPIs)
- Successful delivery of MICE events within budget and timelines.
- Client satisfaction and retention.
- Vendor performance and negotiated cost savings.
- Operational efficiency and adherence to event timelines.
- Revenue and profitability of projects.
- Team productivity and development.
- Compliance with company SOPs and quality standards.
Why Join Medallin Sports Private Limited
- Opportunity to manage prestigious domestic and international sporting events and MICE projects.
- Work with leading global hotel brands, airlines, DMCs, and corporate clients.
- Dynamic, fast-paced work environment with exposure to international destinations.
- Career advancement opportunities in a growing organization.
- Be part of a team committed to delivering world-class event and travel experiences.
