Function and Venue Coordinator

This role provides venue management of Almas Conference Centre ensuring the effective and efficient coordination of all activities held at the venue including facilitation and administration of the hiring of Almas Conference Centre use and coordination of relevant suppliers and contractors agreed with the procurement department.
Function & Booking Administration & Management
1.Manage the coordination and administration of all Conference Centre bookings
2.Ensure efficient administration of Almas Conference Centre event bookings including the compilation of data, preparation of company reports, hire forms and invoices in accordance with agreed DMCC fees and charges.
3.Attend to all enquires in a prompt manner
4.Provide expert event advice and support to all hires ensuring events are successfully co-ordinated and managed.
5.Proactively and strategically market Almas Conference Centre to DMCC Members and JLT community as an event and function venue in-line with DMCC’s brand and Marketing Team
6.Establish and implement procedures as required to improve operational efficiency, customer service and reduce potential liability to DMCC.
7.Arrange and supervise the provision of caterers, audio-visual and other suppliers required during the event.
8.Undertake regular venue inspections to ensure the venue is maintained in good working order and complies with company rules, evacuation and HSE requirements.
9.Liaise with relevant DMCC staff & relevant parties in relation to maintaining the venue as required.
10.Liaise with relevant DMCC departments and suppliers to ensure all events are co-ordinated in a streamlined, customer focused manner, and comply with relevant legislation and of United Arab Emirates policies and regulations.
11.Liaise with Security Department with regards the event approvals.
12.Produce for each event risk assessment report.
13.Send out the agenda to relevant departments (Business Development, Marketing Department & Security Department) every alternate week.
14.Issue a monthly report for the usage of the venue every month covering number of events & revenue.
Function & Event Logistics
1.Preparation of run sheets and bump-in schedules
2.Set-up and pack down of functions and events as required
3.Preparation of function sheets for catered events
4.Co-ordination of all event logistics, including signage, catering, room set-up, security, car parking, AV requirements
5.Attendance of Coordinator on-site from start to close of event
Financial Management
1.Manage the Almas Conference Centre budget to ensure the operation of the venue is delivered within budget and provide ongoing budget reporting as required
2.Undertake the purchasing and ordering of goods and services for the events in line with DMCC purchasing policies and procedures.
3.Liaise with Finance department to make sure all clients cover their expenses as per the signed contract.
4.Send Finance Department a monthly report informing them about the monthly revenue & the allocation of cost for the internal department usage.
Customer Service
1. Provide high quality multifunctional customer service to the Almas Conference Centre external and internal customers, in accordance with DMCC Business Plan, Code of Conduct, Policies and Strategies.
2. Assist in preparing/adding and maintaining a web site and associated service channels and information relating to Almas Conference Centre with the coordination of Marketing Department.

 

Job Details

Preferred Candidate

Apply Now - Jobs in UAE - Customer Service Jobs in UAE - Search All Jobs