Event Coordinator (Real Estate & Corporate Events)

United Arab Emirates·DubaiFull-timemid

Event CoordinatorHospitality & Tourism

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Quick Summary

Overview

DESCRIPTION About the Client Our client is a new-generation real estate developer based in Dubai, creating residential, commercial, and mixed-use communities.

Technical Tools

Event CoordinatorHospitality & Tourism

Responsibilities

~1 min read

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.

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.

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.

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.

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.

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.

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

~1 min read

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.