Event Coordinator (Real Estate & Corporate Events)

About the Role The Event Coordinator supports the planning, organisation, and delivery of the company’s events, from small gatherings and religious ceremonies to major project and product launches. The role covers broker events, investor previews, exhibitions, groundbreakings, handover celebrations, poojas, festive occasions, and internal company activities across different venues. Reporting to the Events Manager, the role coordinates the practical details required for successful delivery, including supplier documentation, venue arrangements, guest communications, event assets, schedules, and on-site logistics. It maintains accurate records, follows up on outstanding actions, and ensures that teams and partners receive the information and materials they need on time. Working with Marketing, Creative, Content, Social Media, Sales, and external suppliers, the Event Coordinator supports a consistent guest experience and timely completion of pre-event and post-event requirements. Key Responsibilities 1. Event Planning & Administration - Support the Events Manager in preparing plans, schedules, checklists, and task trackers for events of different scales. - Maintain the consolidated events calendar and communicate approved updates to relevant teams. - Record meeting actions, responsibilities, and deadlines, following up on outstanding items. - Coordinate planning meetings, site visits, supplier briefings, and rehearsals. - Maintain organised event folders containing briefs, quotations, approvals, guest records, and operational documents. - Flag missing information, delays, and conflicting requirements to the Events Manager. 2. Venue & Supplier Coordination - Research venue and supplier options against agreed requirements and obtain quotations for review. - Arrange venue inspections and confirm availability, facilities, access arrangements, and setup restrictions. - Collect supplier onboarding documents and follow up with Procurement, Legal, and Finance on required actions. - Support purchase requests, booking confirmations, purchase orders, and invoice processing. - Share approved briefs, schedules, technical specifications, and delivery instructions with appointed suppliers. - Confirm supplier timings, contact details, staffing, equipment, and responsibilities before each event. - Maintain current venue and supplier records, including feedback from previous events. 3. Invitations, Registration & Guest Experience - Prepare and maintain guest lists with Sales, Marketing, leadership offices, and other relationship owners. - Coordinate approved invitations, reminders, confirmations, and practical guest information. - Track RSVPs, attendance changes, dietary requirements, accessibility needs, and VIP arrangements. - Support registration pages, seating plans, name badges, guest packs, and reception materials. - Coordinate transport, parking instructions, directions, and access requirements where needed. - Assist guests professionally and refer sensitive requests or decisions to the Events Manager. - Handle guest information accurately and in line with approved data processes. 4. Event Assets, Content & Social Coordination - Maintain an asset checklist covering invitations, signage, branding, screen content, presentations, films, and other event materials. - Track production and approval deadlines with Creative, Content, and Marketing teams. - Distribute approved files to the correct agencies, venues, and suppliers, maintaining clear version control. - Provide confirmed event details and changes to the Social Media Manager for calendar updates. - Coordinate photography and videography schedules, access, shot lists, and contributor arrangements. - Collect event photography and footage, track approvals, and share final assets with the relevant teams. - Support timely delivery of approved recaps, thank-you communications, and other post-event content. 5. Religious, Cultural & Ceremonial Support - Assist with arrangements for poojas, festive gatherings, and other cultural or religious occasions under the Events Manager’s direction. - Confirm requirements with appointed priests, officiants, or specialist providers and maintain a checklist of agreed materials. - Coordinate flowers, offerings, ceremonial items, refreshments, seating, and setup as instructed. - Follow up with venues on agreed arrangements for ceremonial activities. - Communicate relevant timings, dietary considerations, and guest guidance clearly and respectfully. - Follow agreed preferences regarding photography, content sharing, and participant privacy. 6. Logistics & On-Site Delivery - Coordinate deliveries, supplier access, equipment, event materials, staffing, and hospitality arrangements. - Prepare contact sheets, operational packs, registration lists, and event schedules. - Assist with venue setup and check that branding, seating, guest materials, and hospitality match the approved plan. - Support technical checks and rehearsals, recording issues for resolution by the responsible teams. - Manage assigned on-site responsibilities, including registration, guest guidance, speaker assistance, and supplier liaison. - Communicate issues promptly and follow the Events Manager’s instructions during live delivery. - Support breakdown, stock checks, equipment returns, and venue clearance. 7. Budget Records & Post-Event Follow-Up - Maintain accurate quotation comparisons, expense trackers, purchase records, and invoice logs. - Flag unapproved charges or cost differences to the Events Manager. - Consolidate attendance records, guest feedback, and relevant enquiries after each event. - Transfer lead information and follow-up requests to Sales and CRM teams through agreed processes. - Follow up on outstanding supplier deliverables, final assets, invoices, and returned equipment. - Archive event records and contribute practical improvements to future checklists and planning. Requirements Qualifications & Experience - Degree or diploma in Event Management, Marketing, Hospitality, Business, or a related field. - 2–4 years of experience coordinating corporate, property, hospitality, or brand events. - Experience supporting both smaller gatherings and larger launches or productions. - UAE event coordination experience is preferred, with familiarity with local venues and suppliers. - Experience managing guest lists, RSVPs, supplier documentation, schedules, and event logistics. - Strong working knowledge of Microsoft Office or Google Workspace, particularly spreadsheets and shared trackers. - Familiarity with registration platforms, shared asset libraries, and CRM data handovers is advantageous. - Experience supporting cultural or religious ceremonies is an advantage. - Willingness to travel between venues and work evenings or weekends when required for events. - A valid UAE driving licence is advantageous. - Arabic language skills are an advantage but not essential. Key Skills & Competencies - Excellent organisation, attention to detail, and follow-through. - Clear communication with guests, colleagues, venues, and suppliers. - Ability to coordinate multiple tasks and maintain accurate records. - Practical understanding of event setup, logistics, and guest service. - Cultural sensitivity and professional discretion. - Reliable asset handling and version control. - Proactive problem-solving within assigned responsibilities. - Ability to remain calm and responsive during live events. - Strong teamwork and willingness to support hands-on delivery. - Sound judgement on when to act independently and when to escalate. Compensation & Benefits - Competitive Tax-Free Salary: Monthly package in AED, commensurate with experience. - Performance Incentives: Rewards linked to event delivery outcomes and Company Internal Policy. - Visa & Medical Insurance: Full UAE visa sponsorship and comprehensive health cover. - Paid Leave: As per Company Internal Policy and UAE Labour Law. - Annual Flight Ticket & End-of-Service Gratuity: As per UAE market practice and Labour Law. - Learning & Career Growth: Certification and conference support, with clear progression opportunities.