Operations Specialist

2 weeks ago


Dubai, Dubai, United Arab Emirates MINDFREE CONSULTING Full time
Operations Specialist | MINDFREE CONSULTING Dubai

We are international recruitment professionals, based in Dubai with extensive experience across several sectors in the Middle East and African regions.

Our client is a leading global consulting firm, helping the world's top businesses, governments and organizations. Looking for a new " Operations Specialist" in their Dubai office.

This position will be reporting to Dubai Senior Office Manager.

Operations Specialist | MINDFREE CONSULTING Dubai | APPLY Now

Primary Duties And Responsibilities

Office and other events management:

Ideate events concepts to be aligned with the firm's strategy

Develop, in alignment with office directors, office managers and other stakeholders regional events agenda

securing comparable staff experience (events themes and cadence) while accounting for local specificities

Develop regional event budgets and timelines, ensuring that all details are accounted for and within budget

Responsible for all negotiation with different vendors in alignment with procurement manager

Plan and coordinate corporate events and other office activities. Discuss event requirements and details, including venue, food and beverage, decorations, entertainment, and guest list with relevant stakeholders

Coordinate with vendors, such as caterers, florists, photographers, and entertainment, to ensure all details are aligned with the client's vision

Manage event logistics, including cost breakdown, setup and transportation of equipment and supplies

Communicate with internal stakeholders and vendors throughout the planning process to ensure that all needs and expectations are met

Coordinate with internal teams on events agenda and needed material

Handle any issues or concerns that may arise during the event and provide quick and effective solutions

Develop post-event reports and conduct evaluations to assess success ratio. Draft an action plan and report accordingly

Track actual vs budget spend to ensure remaining within the approved budget

Secure a comprehensive and up-to-date regional events directory at all times

Stay updated on industry trends, including new venues, vendors and event technologies

Office operations and special projects

Assist in the planning and coordination of daily operations activities i.e., office supplies, catering, petty cash, facility management (room bookings), etc.

Maintain accurate inventory records and prepare reports as needed

Submit purchase orders, check invoices and other documentation related to operations and ensure vendors are timely registered on relevant platform (Sage X3)

Communicate with suppliers, vendors, and customers to ensure timely delivery of products and services

Safeguard procurement policy and ensure all checks are made prior to assigning jobs to vendors

Handle ad-hoc projects and prepare relevant analysis and presentations to communicate findings accordingly

Other tasks as assigned

Knowledge, Skills, And Abilities

Qualifications:

University degree preferably in hospitality, event planning or related field

Minimum of 3 years experience in operations or a related field

Minimum of 3 years experience in events management

Experience with a professional services firm is a plus

Skills:

Advanced level on MS Office and G Suite

Crisp attention to details and commitment to quality and high end service level

Excellent organization and time management skills

Proven ability to work under pressure and meet tight deadlines

Strong interpersonal skills and intrapersonal skills

Strong negotiation skills

Creative problem-solving skills

Demonstrated team player attitude

Must possess a warm, friendly and professional demeanor

Don't miss out on this exciting opportunity – apply now at


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