Events Coordinator

Job description

 

We are far more than a worldwide leader. We are more than 240 000 women and men who share something unique.

Each and every day we host the world. We care for millions of people. We are all moved by curiosity. We love blending cultures. We are proud of our differences

Yes, we lead the way. But we want to go further, with audacity, with imagination, with passion

 

SOFITEL DUBAI WAFI

 

Sofitel Dubai Wafi scheduled to open in the first quarter of 2020, will be Sofitel’s largest property in the Middle East. The hotel will feature 595 luxury guestrooms inclusive of 68 suites and 97 serviced apartments in the heart of Dubai. A variety of trendy restaurants and bars including a contemporary Asian restaurant, a Gastro Pub, a French Brasserie and Patio will bring residents and patrons together to celebrate the French “Joie de Vivre”. Guests will have the option to unwind at the So Spa and outdoor pools with private cabanas or workout in a fully-fledged fitness centre. Business travelers will have access to 1,589 square meter of meeting space including one state-of-the-art ballroom ideal for the most sought after social gatherings.

 

Part of the Wafi Mall new extension and close to the iconic Raffles Dubai, Sofitel Dubai Wafi will infuse the brand’s essence with capitalizing on a perfect balance of modernism and ancient Egypt reflective of the renowned design elements of Wafi. If you are as excited as we are about connecting hearts and showing your guest passion, join us as the next Heartist – Assistant Restaurant Manager and help us to make Sofitel Dubai Wafi a truly welcoming destination!

 

Reporting to the Director of Events the Events Co-coordinator should provide full clerical and administrative duties ensuring that full support is given to the Events Team 

 

KEY ROLES & RESPONSIBILITIES

 

 

 

Full clerical and administrative duties supporting the Events Team to include:

 

·  Answer all phone calls to the events office and taking accurate messages for all events managers when they are away from desk
·  Distribute incoming emails related to the events.
·  Filing, typing, and database management
·  Assist events team with their schedules which includes preparing the monthly time sheet
·  Assist in the preparation of events proposals if requested by Events Manager
·  Assist clients and guests with general hotel information
·  Coordinate with other departments within the hotel to ensure the distribution of pertinent information to all departments and maintain an orderly working environment
·  Assist with the preparation of invoices
·  Prepare and disseminate monthly reports and attend sales meetings as required
·  Maintain current sales and promotional literature and have a complete knowledge of hotel’s services and facilities
·  On a continuous basis update the Conference & Events shared drive with the updated information from Food & Beverage, AV and Kitchen (Menus and Beverage List)
·  Handling internal meetings (departmental meetings) which include blocking function space as well as preparation and distribution of the BEO
·  Assist the Sales & Marketing Team when required
·  Responsible for applying  DTCM & DED permit in the Events DTCM system (private or business events - badges / ticketed events) prior to any events happening at Raffles Dubai
·  Liaise payments to Finance prior to the application in the system

 

Administrational:

 

 

·  Assist in preparation of daily and weekly Groups and Events reports
·  Assist managers in preparing BEO’s, Proposal and Contracts if required
·  Maintain the monthly timesheet as well as the vacation calendar
·  Keep the shared drive updated with required data for the team
·  Responsible for maintaining the filing system
·  Maintain current sales and events promotional literature

PERSONAL ATTRIBUTES

 

·  Working knowledge of Opera, Word, Excel, Meeting Matrix and PM systems. 
·  Good understanding of all hotel departments particularly housekeeping, front office, banquets and kitchen
·  Must have strong interpersonal skills with attention to detail
·  Strong written and verbal communication skills in English and Arabic (is a must).
·  A team player with a positive attitude
·  Must be organized and ability to work and follow systems and procedures
·  Self-motivated, creative and confident, with a highly energetic personality

 

QUALIFICATIONS

 

·  Minimum High School Diploma, Business School and/or Hotel School Diploma preferred
·  Must be able to speak and write Arabic
·  Full proficiency in all office procedures and clerical duties. Typing speed of 75 wpm as asset
·  Computer experience at intermediate to advanced level is mandatory with knowledge of Windows 2000 (Excel, PowerPoint and Word) Opera and other Sales & Marketing Systems

 

 

EXPERIENCE

 

·  Minimum two years experience in hotel Group, catering and conference sales/sales. Additional experience in the hospitality industry an asset