Event Coordinator
Company description
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Job description
We're looking for an enthusiastic and detail-oriented events coordinator to join our dynamic team in Novotel & Adagio Dubai Al Barsha Cluster, United Arab Emirates. In this role, you'll be the driving force behind creating memorable events and seamless experiences for our clients. You'll work collaboratively with internal teams, clients, and vendors to plan and execute events of varying sizes, from intimate gatherings to large-scale conferences. This is an excellent opportunity to showcase your organizational expertise, innovative thinking, and customer-focused approach in a fast-paced, multicultural environment.
Responsibilities include:
Respond promptly to client and vendor inquiries via phone and email within established timeframes, maintaining a professional and friendly demeanor at all times
Plan and coordinate events from conception to completion, managing all logistical details including venue setup, catering, audio-visual requirements, and guest accommodations
Conduct site inspections and requirements meetings with clients, presenting venue capabilities and customizing solutions to meet their specific event objectives
Prepare comprehensive event proposals, contracts, and detailed event orders, ensuring accuracy and clarity in all client communications
Manage event budgets effectively, negotiate with vendors and suppliers, and track expenses to maximize value while maintaining quality standards
Communicate event details and specifications to all operational departments in a timely and organized manner, ensuring seamless coordination
Maintain detailed client files and event documentation for quick reference and future business opportunities
Greet clients upon arrival and maintain a supportive presence throughout their events, addressing any concerns or requests with professionalism and efficiency
Gather client feedback during and after events through questionnaires and follow-up calls, using insights to continuously improve service delivery
Resolve client disputes and complaints professionally and promptly, implementing solutions that align with company guidelines
Manage event accounting procedures, including invoice reconciliation, payment tracking, and financial reporting within established timelines
Attend pre-event meetings and participate in team briefings to ensure alignment on event objectives and expectations
Identify and pursue new business opportunities, promoting special offers and maximizing sales potential for each client interaction
Maintain strong market awareness through competitor research and industry trend analysis
Participate in professional development opportunities and training sessions to enhance skills and stay current with industry best practices
Qualifications
Required skills and competencies:
Exceptional organizational and time management abilities with proven capacity to juggle multiple events simultaneously
Strong written and verbal communication skills with the ability to interact professionally with diverse stakeholders
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Demonstrated problem-solving and crisis management capabilities with a resilient, solution-oriented mindset
Customer-focused approach with genuine enthusiasm for delivering exceptional service experiences
Meticulous attention to detail and commitment to accuracy in all event planning and documentation
Ability to work effectively under pressure and meet tight deadlines without compromising quality
Strong interpersonal and collaborative skills with a team-oriented approach
Budget management and financial acumen with experience tracking expenses and optimizing costs
Vendor and supplier management experience with strong negotiation skills
Proficiency with event management systems and databases
Multitasking capability with flexibility to adapt to changing priorities and requirements
Required experience:
Minimum 2 years of professional experience in events coordination, hospitality, or related field
Proven track record of successfully planning and executing events of varying sizes and complexity
Experience managing client relationships and maintaining high satisfaction levels
Required education:
High school diploma or equivalent; associate's or bachelor's degree in hospitality, business, or events management is preferred
Language requirements:
Fluent in English (written and verbal)
Proficiency in a second language is highly desirable, particularly Arabic or other languages common in the UAE
Preferred qualifications:
Certification in event management or hospitality coordination
Experience working in a multicultural or international environment
Knowledge of event technology platforms and digital marketing tools
Presentation and public speaking experience
Experience in the hospitality or luxury events industry