Role: Events Coordinator
Location: Abu Dhabi
Role Purpose:
- Coordinating with office-related operations to ensure efficiency & compliance with company policies.
- Maintain Inventory of all Events gifts and branding collaterals
- Logistical support in making sure that all deliverables & branding collaterals are delivered on time.
- Submission of quotes to raise the PR’s.
- Ensuring that vendors are registered and completes the vendor registration process in the SAP Ariba portal.
- Liaising with vendor or agency for hotel bookings, transportation & flight bookings for events
- Maintaining the Events Calendar
- Filing and organizing all physical documents related to the events.
- Assist the team on all logistical requirements when required or when it is considered necessary
Key Accountabilities of the role:
- Administrative: Assure that key controls exist and are followed in events. Follow office workflow procedures to ensure maximum efficiency. Remind and follow up with the team to ensure that all documentation is completed.
- Inventory Management: Maintain the events inventory. Keep the inventory updated from time to time. If there are any leftover items, such as giveaways or branding collaterals, ensure they are returned to storage and track the total number of elements in stock.
- Logistical Support: Provide logistical support for various events. Ensure that all deliverables for each event are available and delivered on time by liaising with the relevant vendor on the status of each element and delivery logistics. Ensure setup and security approvals are in place for all events.
- Bookings: Assist with hotel bookings, transportation bookings, and flight bookings for all events.
- Accounting: Submit quotes to raise PR. Ensure that quotations for each event are submitted on time and PR is raised prior to the event. Keep track of the status of payment and ensure the vendor is paid on time.
- Maintaining the Events Calendar: Update the calendar on a regular basis. Ensure that each event is confirmed and marked on the calendar. Update the calendar daily and, if the event is external, check online to cross-check the details.
- Blood Donation Campaigns: Ensure the smooth running of blood donation campaigns. Make sure all deliverables are in place and according to ADIB standards. Assist the business in making sure the events run smoothly.
- Filing & Organizing: Ensure that internal procedures are being followed and include all internal/external audit points. Be aware of legal, audit, and S&E requirements and ensure that internal control standards are implemented in these areas.
- Post Event Report: Ensure that post-event reports are received or made with all the key information of each event.
Specialist Skills / Technical Knowledge Required for this role:
- Communication Skills
- Organizational Ability
- Time Management
- Planning Skills
- Technical Knowledge
- Problem Solving
- Attention to Detail
- Event Management Experience
- Compliance Knowledge
- Marketing and Promotion
- People Management