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Conferences and Events Coordinator

2 weeks ago

Jeddah, Makkah Province, Saudi Arabia Raffles Hotels & Resorts Full time

Raffles Hotels & Resorts - A Leader in Luxury Hospitality

We take pride in providing exceptional experiences for our guests, and we're looking for talented individuals to join our team in Jeddah, Saudi Arabia.

Job Summary: Conferences and Events Coordinator

The Conferences and Events Coordinator is a key role within our organization, responsible for planning and executing successful events for our clients. This includes managing event timelines, budgets, and logistics, as well as developing and maintaining strong relationships with clients, vendors, and internal teams.

Key Responsibilities:

  • Plan and coordinate all aspects of events, from initial client inquiries to post-event follow-ups
  • Develop and maintain strong relationships with clients, vendors, and internal teams to ensure seamless event execution
  • Create and manage event timelines, budgets, and logistics
  • Conduct site visits and prepare detailed proposals for clients
  • Oversee event setup, including venue layouts, audiovisual equipment, and catering arrangements
  • Manage event-related communications, including invitations, confirmations, and post-event surveys
  • Coordinate with various departments to ensure all event requirements are met
  • Handle last-minute changes and resolve any issues that arise during events
  • Prepare and distribute function sheets, contracts, and invoices
  • Conduct post-event evaluations and prepare reports for management
  • Stay up-to-date with industry trends and best practices to continually improve event offerings

Requirements:

  • Bachelor's degree in Event Management, Hospitality, or related field
  • Proven experience in event planning and coordination
  • Strong organizational and time management skills
  • Excellent communication and interpersonal skills
  • Ability to manage multiple projects simultaneously and meet deadlines
  • Exceptional attention to detail and problem-solving skills
  • Proficiency in event management software and Microsoft Office Suite
  • Experience in budget management and vendor negotiations
  • Customer service orientation with a friendly and professional demeanor
  • Adaptability to handle last-minute changes and work under pressure
  • Knowledge of local venues and vendors in Jeddah, Saudi Arabia
  • Familiarity with Saudi Arabian cultural norms and event practices
  • Fluency in Arabic and English (both written and spoken)
  • Ability to work flexible hours, including evenings and weekends when required
  • Valid work authorization to work in Saudi Arabia