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Events Coordinator
3 weeks ago
**Job Title**: Events Coordinator
**Department**: Events / Marketing / Hospitality
**Reports To**: Events Manager / Director of Events
**Job Summary**:
The Events Coordinator is responsible for the end-to-end planning and execution of various events, including corporate functions, social events, weddings, and conferences. This role requires excellent organizational skills, attention to detail, and the ability to communicate effectively with clients, vendors, and internal teams. The Events Coordinator ensures all logistics are managed efficiently and that events meet or exceed client expectations.
**Key Responsibilities**:
- **Event Planning & Coordination**:
- Collaborate with clients to understand event objectives, themes, and logístical requirements.
- Develop detailed event plans, including timelines, schedules, and layouts.
- Coordinate with vendors for event needs such as catering, audio-visual equipment, decorations, transportation, and entertainment.
- Liaise with venue managers to ensure all setup, equipment, and staffing needs are fulfilled.
- **Vendor & Supplier Management**:
- Research and secure event-related suppliers, negotiating favorable terms and pricing.
- Manage vendor contracts and ensure all deliverables are met according to the agreed timeline.
- Maintain strong relationships with vendors to ensure quality and reliability.
- **Event Logistics & On-Site Coordination**:
- Supervise event setup, ensuring all components are in place, including seating arrangements, stage setup, and decorations.
- Oversee the event day, coordinating with staff and vendors to ensure smooth execution.
- Manage any last-minute changes or issues that arise during the event.
- Ensure post-event breakdown is handled efficiently and venues are left in good condition.
- **Client Communication & Support**:
- Serve as the primary point of contact for clients, ensuring their vision is accurately reflected throughout the planning and execution phases.
- Provide updates and recommendations to clients on event progress, costs, and logistics.
- Handle client requests, changes, and any issues with professionalism and flexibility.
- **Budget Management**:
- Develop and manage event budgets, tracking expenses and ensuring the event stays within financial constraints.
- Provide clients with cost estimates and secure approvals for any additional expenses.
- Reconcile final invoices with vendors and clients post-event.
- **Event Promotion & Marketing Support**:
- Assist the marketing team in promoting events when needed (especially for public events such as conferences and trade shows).
- Coordinate with marketing to create event collateral such as invitations, promotional materials, and signage.
- **Post-Event Evaluation**:
- Gather feedback from clients, attendees, and vendors to assess the success of the event.
- Prepare post-event reports detailing lessons learned, attendee satisfaction, and areas for improvement.
- Follow up with clients to maintain relationships and secure future business opportunities.
**Qualifications**:
- **Education**: Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, or related field.
- **Experience**: 5 years of experience in event planning or coordination.
- **Skills**:
- Excellent organizational and project management skills.
- Strong communication and interpersonal abilities.
- Problem-solving skills and the ability to stay calm under pressure.
- Knowledge of event management software and tools (e.g., Cvent, Eventbrite, social media platforms).
- Time management skills and the ability to juggle multiple events and tasks.
- **Other**: Flexibility to work evenings, weekends, and travel when required for events.
Pay: AED4,000.00 - AED5,000.00 per month
**Experience**:
- Event coordinator: 5 years (required)
Willingness to travel:
- 75% (required)
Application Deadline: 05/10/2024
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