Inventory, Catalogue & Styling Coordinator (Project-Based)

Why this project exists

The godown holds a large stock of wedding props, but nobody can currently say "how many of these do we actually have" without walking in and counting, and the photos that exist for the new prop-house website are scattered across old event shoots rather than organized as a catalogue. This project exists to fix that once, as a defined piece of work with a clear end point — not as an open-ended job.

Scope of work

Milestone 1 — Physical audit & data sheet

• Walk the entire godown and physically count every prop, by category (furniture, backdrops & drapery, florals & greenery, lighting, mandap & stage structures, entrance & walkway decor, tableware & linen, signage, photo-op props, festive sets, and anything that doesn't fit those yet).
• Assign each item a short code and log it in a master inventory sheet: code, name, category, key dimensions, quantity on hand, condition (usable / needs repair / write-off), and a style tag (traditional, modern, minimal, boho, etc.).
• Deliverable: a complete, accurate master inventory sheet — this is the checkpoint before moving to photos.

Milestone 2 — Photo curation, editing & catalogue upload

• Go through the existing photo library and match the best available photo to each item — where multiples of the same item exist, one clean representative photo is enough.
• Where no usable photo exists for an item, flag it on a reshoot list rather than leaving it out of the catalogue silently.
• Edit the shortlisted images — crop, straighten, correct color/lighting for consistency, remove distracting backgrounds where needed, and export at a consistent size so every item looks like it belongs to one catalogue rather than a mix of old event photos.
• Load the finished data (photo + all logged details) into the website's catalogue in the categories and format the site already uses.
• Deliverable: every item either catalogue-ready with a photo, or logged on the reshoot list — nothing silently missing.

Milestone 3 — Starter theme packages (final deliverable)

• Group cataloged items into a first set of ready-made styling packages a planner could browse and request as a whole — for example a "Royal Traditional Mandap" package, a "Boho Garden Mehendi" set, or a "Pastel Minimalist Reception" package, each pulling matched furniture, backdrop, lighting, and tableware from across categories. (Illustrative only — real themes should reflect what you actually get asked for most.)
• For each theme: name it, write a short description, list every item and quantity it includes, and select or shoot a hero image showing the pieces styled together rather than laid out individually.
• Aim for 5–6 starter themes as the closing deliverable.
• Deliverable: the live catalogue plus a documented set of starter themes, ready for your review and sign-off.

What happens after the project endsBecause this is scoped as a one-time engagement, ongoing upkeep (logging new stock as it arrives, updating quantities as items go out and return from events, periodic re-counts) is deliberately not included here. What should be included in the final handover instead is a short, simple written process — how to log a new item, how to update a quantity, how a new theme gets added — so that upkeep afterward can be done in-house, or by re-engaging this same contractor for a smaller follow-on project, rather than assuming it continues automatically. Worth deciding upfront whether you want that handover document to also name a specific person as the one responsible for keeping it current going forward.

• What you'll need to bringComfortable doing hands-on physical stock-taking in a warehouse/godown setting — this is not a desk-only project.
• Genuinely organized and detail-careful — a miscounted quantity or a mislabeled item defeats the point of the whole exercise.
• Working knowledge of spreadsheets (Excel or Google Sheets) for logging inventory.
• Basic photo-editing ability — comfortable in Lightroom, Photoshop, Canva, or even a solid phone editing app; this needs consistent, clean, catalogue-ready images, not artistic photography.
• A styling or visual-merchandising sense for Milestone 3 — able to look at a catalogue of individual props and see which combinations read as a cohesive, sellable "look."
• Able to work independently against a fixed timeline and hit milestone deadlines without close supervision — this matters more for project-based work than for a regular job, since there's no ongoing management relationship to catch drift early.
• Nice to haveSome background in event/wedding decor, retail merchandising, or warehouse/inventory management.
• Basic photography skills, for filling gaps on the reshoot list without outsourcing every missing shot.
• Prior experience entering products into a website, CMS, or e-commerce catalogue (Shopify, WordPress, or similar).
• Experience building moodboards or styling packages for clients — even informally (Pinterest boards made for past clients count).
• Definition of doneEvery item in the godown has been physically counted, coded, and logged with an accurate quantity.
• Every logged item either has a clean, catalogue-ready photo attached or is sitting on a clearly tracked reshoot list.
• The website catalogue reflects the real inventory, organized into the same sections the site already uses.
• 5–6 starter themes are drafted, documented, and delivered for review.
• A short handover document exists explaining how to log new stock and update the catalogue going forward.

A note on the split between skill setsThe physical audit and photo-editing work (Milestones 1–2) is an operations/data-entry skill set — careful counting, consistent editing, consistent logging. Milestone 3 is a styling/creative skill set — knowing what looks good together and what a planner would actually want as a package. Plenty of people are strong at one and mediocre at the other. If you're contracting one person for all three milestones, screen specifically for Milestone 3 in the interview — ask for a quick mock-up of one themed package from photos you already have. If that doesn't turn up the right candidate, it's just as workable to contract Milestones 1–2 separately and have your own design side (or a second, smaller styling-only contract) handle Milestone 3 using the catalogue this project produces.