Event coordinator / specialist

Key responsibilities:
• Responsible for the Customer experience of people Visiting company in Dubai.
• Focused on Customers, Dealers, VIPs
• Provide single point of contact for Industry groups with Local Dubai Knowledge to support.
• Successful events
• Manage/promote the Brand experience in Dubai.

Marketing
• Deliver great event experience to internal and external customers.
• Understand and make use of available Technology to improve Customer experience.
• Work with Global Brand Team to ensure materials are used within brand guidelines.
• Work with customers, vendors and suppliers to facilitate events.
• Promote company’s Values in Action

Event Coordination
• Schedule, organize and coordinate various external and internal events: meetings, client visits, facility tours, conferences, seminars, team building, tradeshows and company’s social functions, etc.
• Coordinates with various managers and determines cost and time requirements for event.
• Communicates with organization and Dealer personnel verbally and via email.
• Owns and defines roles and responsibilities between company’s Marketing teams and.
External parties related to event coordination.
• Maintain accurate records of all transactions, i.e. Inquires, sales invoices, itineraries, etc.
• Logistics coordination, tracking of event costs and reporting to the Manager.
• Act as liaison and point of contact for all event logistics: A/V, catering (menu selections, lunches set-up), accommodation, travel, reservations and entertainment, etc.
• Search appropriate venues and provide summary of ideas, costs and sourced activities for all events hosted and participated by following the local procurement process.
• Transportation arrangements for client(s), pick-up/drop off and transfers, as required;
• Source and maintain inventory levels of promotional items.
• Preparing of gifts for clients.
• Ensure shipment of promo materials, as needed and ensure adherence to import/export regulations of the Jebel Ali Free zone.
• Deliver timely and justified travel solutions for all individual and group bookings.
• Event travel and calendar management; Schedule and coordinate complex international and domestic travel arrangements simultaneously, including air, ground, hotel, transport, etc.
• Manage multiple employees Travel Profiles and documentation. Maintain accurate filing and records.
• Prepare custom travel reports on a regular basis and submit for Manager’s review.
• Verification and tracking of invoices/expenses.
• Monitor travel advisories, advise on appropriate restrictions and terms of travel services.
• Provide support for entry requirements (i.e. Visa support, visa applications, passports, etc.) for all countries.
• Assemble and organize complex travel info and data.

Administrative Support
• Perform duties and tasks as assigned by the Office Manager.
• Sourcing of outsourced providers e.g. Catering companies, Events companies etc. And.
• Provide detailed quote analysis for Manager’s approval.
• Other tasks and duties as assigned.
• Follow corporate policies and procedures developed for the Department.

Key requirements:
• Good local market knowledge
• Driving License is a must
• Flexibility with working hours.