Event Coordinator

Role overview

Event coordination and delivery

• Coordinate planning from concept through production and execution; maintain timelines, task lists, schedules, and checklists.
• Track event delivery against approved concepts, budgets, specifications, and deadlines, coordinating internal teams, venues, and suppliers.
• Manage event logistics, including transport, installation, dismantling, site visits, rehearsals, setups, and live event oversight.
• Ensure event elements meet the agency's premium positioning, aesthetic standards, and quality expectations.

Supplier and client management

• Source and assess UAE suppliers; maintain supplier records and compare quotations for quality and competitiveness.
• Negotiate pricing, terms, and delivery schedules; follow up on supplier accuracy, quality, and timely delivery.
• Serve as a client contact, coordinate meetings and action points, and manage feedback, revisions, approvals, and changing needs.
• Coordinate guest lists, RSVPs, invitations, and guest communications when required.

Budgets, administration, and execution

• Prepare cost breakdowns, quotation comparisons, and budget trackers; monitor expenses and supplier commitments.
• Organize project documentation, agreements, approvals, specifications, permits, and venue documents as applicable.
• Report project progress and potential delays or risks; resolve operational challenges and last-minute changes.
• Supervise setup and event readiness, coordinate communication, and maintain presentation and service standards.

Qualifications and experience

• At least 2 years of relevant experience in the UAE events industry; corporate, luxury, exhibitions, or experiential marketing experience is preferred.
• Valid UAE driving licence is mandatory, with ability to travel independently to venues, supplier meetings, and event locations.
• Strong knowledge of UAE event suppliers, production processes, pricing, and sourcing channels.
• Excellent verbal and written English; strong client relationship, negotiation, and interpersonal skills.
• Ability to manage multiple projects and deadlines with excellent organization, accuracy, and attention to detail.
• Strong problem-solving and crisis-management abilities; able to work independently and take ownership.
• Proficiency in Microsoft Office, particularly Excel and PowerPoint, and familiarity with project-management tools.
• Flexible to work evenings, weekends, or extended hours when event schedules require.

Personal attributes

• Refined sense of luxury, aesthetic awareness, and understanding of premium client expectations.
• Proactive, resourceful, accountable, and attentive to detail; maintains composure and sound judgment under pressure.
• Commercial awareness, effective negotiation, and ability to optimize costs without compromising quality.

Work arrangement

• Hybrid position: daily coordination may be remote, with physical attendance required for client meetings, supplier visits, venue inspections, setups, and live events as needed.

Application

• Applicants are asked to provide their current location, availability, expected salary, and confirmation of a valid UAE driving licence.