Production & Procurement Coordinator

Job Overview

About the role

Profile - Production & Procurement Coordinator – U.S. Events Remote – India | U.S. Eastern Time Working Hours | Immediate Availability Preferred

About the Role Top Brand Worldwide™ is looking for a highly organized, proactive, and detail-oriented Production & Procurement Coordinator to remotely support our U.S. experiential marketing and live-events operations.This is not primarily an on-site event producer position. The role is focused on the administrative and operational work required behind the scenes to successfully execute events across the United States.You will work closely with our U.S. production team to research venues and vendors, request and compare quotations, source products and services, place and track orders, maintain vendor communications, organize production requirements, and provide clear daily updates on project status.Experience in events, experiential marketing, hospitality, procurement, logistics, or production is highly valuable. However, exceptional administrative, research, purchasing, communication, and follow-up skills are essential. Please visit our website- [https://topbrand.co/](https://topbrand.co/) LinkedIn- [https://www.linkedin.com/company/top-brand-worldwide/](https://www.linkedin.com/company/top-brand-worldwide/)

Key Responsibilities Vendor & Venue Sourcing

Research venues, suppliers, rental companies, fabricators, AV providers, staffing companies, transportation providers, and other event vendors throughout the United States.

Contact venues and vendors by phone and email to request availability, pricing, specifications, and proposals.

Follow up persistently until required information and quotations are received.

Compare vendors based on pricing, availability, capabilities, location, delivery requirements, and project specifications.

Build and maintain organized vendor databases for current and future projects.

Procurement & Purchasing

Source products, materials, equipment, rentals, and services required for events.

Research purchasing options online and identify the most appropriate suppliers based on price, quality, specifications, availability, and delivery timelines.

Prepare purchasing recommendations for approval.

Place approved online orders and coordinate payments with vendors.

Confirm orders, quantities, specifications, delivery addresses, and deadlines before purchase.

Track shipments, deliveries, rentals, and vendor commitments through completion.

Immediately identify and escalate delayed orders, unavailable products, incorrect shipments, or other procurement risks.

Production Administration

Review creative presentations, production decks, floor plans, and project briefs to identify the products, services, vendors, rentals, and resources required for execution.

Convert project requirements into organized procurement lists, vendor lists, production checklists, and action items.

Maintain accurate records of quotes, invoices, orders, payments, confirmations, tracking numbers, and vendor communications.

Organize project information so that the U.S. production team can quickly understand what has been completed, what is pending, and what requires attention.

Support multiple projects simultaneously while maintaining accuracy and meeting deadlines.

Vendor Management & Follow-Up

Maintain continuous communication with vendors throughout the sourcing and purchasing process.

Confirm that vendors understand specifications, schedules, delivery requirements, and project expectations.

Follow up on outstanding quotes, contracts, invoices, payments, deliveries, and documentation.

Keep vendor and project information updated in the company’s project-management systems.

Develop professional relationships with vendors and suppliers across different U.S. markets.

Reporting & Accountability

• Provide clear daily updates showing:

Tasks completed Quotes received Vendors contacted Orders placed Payments processed or pending Deliveries and tracking status Outstanding follow-ups Problems or risks requiring attention Priorities for the following day

• Maintain accurate procurement and vendor trackers
• Ensure assigned tasks are completed within established deadlines.
• Proactively communicate delays or obstacles rather than waiting for management to request an update.

Required Qualifications

Excellent professional English communication skills, with clear, easily understandable spoken English suitable for regular phone calls with U.S.-based vendors and venues.

Excellent written English and professional email communication.

Strong administrative and organizational skills.

Strong online research capabilities.

Experience sourcing vendors, requesting quotations, comparing proposals, purchasing products or services, or coordinating suppliers.

Strong follow-up skills and the ability to manage multiple open requests simultaneously.

Comfortable communicating directly with U.S. vendors by phone and email.

Experience managing spreadsheets, trackers, budgets, quotes, purchase orders, invoices, and online purchasing.

High attention to detail, particularly when reviewing quantities, specifications, addresses, dates, pricing, and delivery requirements.

Ability to work independently in a remote environment with minimal supervision.

Strong sense of urgency and accountability.

Ability to prioritize multiple projects and deadlines.

Stable, reliable high-speed internet connection and an appropriate home-office environment.

Preferred Experience

Experience in one or more of the following is strongly preferred

Experiential marketing

Live events

Event production

Procurement or purchasing

Hospitality

Venue sourcing

Logistics

AV or technical production

Exhibit or trade-show production

Fabrication

Rentals

Vendor management

Candidates do not need to be traditional event producers. We are particularly interested in individuals with strong procurement, administrative, sourcing, purchasing, and vendor-management backgrounds who can quickly learn the requirements of experiential events. Working Hours- This is a full-time remote position based in India supporting U.S. operations. Candidates must have prior experience of working according to U.S. Eastern Time business hours, approximately 8:00–9:00 AM through 5:00–6:00 PM ET.

What Success Looks Like

The right person for this position is someone who

Loves organization and keeping track of details.

Doesn’t allow vendor requests to disappear without follow-up.

Can receive a production deck and turn it into an actionable sourcing and purchasing list.

Knows how to find alternatives when the first option doesn’t work.

Keeps accurate records without needing constant reminders.

Communicates problems early.

Can confidently call U.S. businesses and obtain the information needed.

Understands that completing the follow-up is just as important as starting the task.

Takes ownership of assignments through final confirmation and delivery.

Equal Opportunity Statement Top Brand Worldwide™ is an equal opportunity organization. We do not discriminate based on race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, or any other status protected by applicable law.