Event Coordinator

1 week ago


Sharjah, Sharjah, United Arab Emirates Shades Interiors LLC Full time
An Event Coordinator is responsible for coordination and following up for the executing a wide range of events, from preparing quotations, receiving the billing from subcontractors and suppliers communicating with finance team for billing and any other task related to the events. Her role is crucial in ensuring every event runs smoothly, meets client expectations, and provides a memorable experience for attendees.
Areas of Responsibility

Quotation Management:

Create, manage, and monitor event quotations, ensuring expenses as LPOs are aligned with financial goals.
Track all event expenses, manage invoices, and report to finance & event manager.
Suppliers Communication and Arrangements:

Client communication by official email and cc'ing the required personnel of the office.
Follow up on event design and its related items, ensuring smooth operations of the venue & preparations.
Initiate a log to combine all the event details and its progress track.
Serve as the primary point of contact for suppliers throughout the planning process.
Ensure receipt of all billing from the suppliers and subcontractors.
Ensure that LPOs related to the events are issued, signed, and sent to the subcontractors and suppliers.
Collaborate with suppliers to confirm delivery of the material and installation on time.
Create detailed event proposals, timelines, and schedules.
Plan logistics for all event components, including venues, catering, transportation, and any other needs.
Ensure all event details are executed according to client expectations and industry standards.
On-Site Event Management:

Oversee event setup, execution, and breakdown, ensuring every detail aligns with the plan.
Coordinate with staff and vendors, troubleshoot issues, and manage any unexpected challenges.
Ensure a positive guest experience and smooth event flow.
Oversee the store and track the furniture conditions followed with updates of the present asset.
Reporting:

Send a list of events with details on a weekly basis to the line manager and finance manager.
Archive and scan all documents related to events.
Submit Salik report on a weekly basis.
Maintain attendance records of short breaks and report weekly.
Administration:

Manage and arrange the meeting schedules of the Managing Director.
Manage and track the meeting room schedules.
Review all Du, Etisalat billing and send reports with deductible amounts to Deputy GM & Finance Manager wherever bills are received.
Send weekly report for Salik to Deputy GM & Finance Manager after highlighting the gaps.
Prepare monthly report for all vehicles regarding mileage, fines, maintenance, and send.
Report any accidents that occur to management.
Receive calls and transfer to related employees.
Record the in/out employees' movement during working time and send weekly report to HR, Finance, and Deputy GM.
Seniority Level

Entry level
Employment Type

Full-time
Job Function

Management and Manufacturing
Industries

Events Services
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