Event Sales Coordinator

Overview

The First Group Hospitality is a Dubai-headquartered, full-service hospitality management company specialising in hotel operations, asset management, and F&B strategy. With a team of industry veterans and a proven track record, the company delivers tailored solutions that enhance efficiency, optimise revenue, and maximise asset value for investors and hotel owners.

As a trusted third-party hotel management provider, The First Group Hospitality partners with leading global brands to drive operational excellence and long-term profitability, thanks to expertise spanning property performance optimisation, cost management, and guest experience enhancement. Beyond management, The First Group Hospitality develops and operates a dynamic portfolio of upscale hotels, residences, and award-winning restaurants, creating high-value hospitality assets that stand out in the market. 

For more information, visit tfghospitality.com 

Job Description

The Events Sales & Coordinator is responsible for generating event opportunities, managing client relationships, and coordinating the successful planning and delivery of private functions, celebrations, corporate gatherings, and special occasions within an exclusive luxury destination.

The role combines sales, administration, event planning, and operational coordination to ensure every event is presented professionally and delivered smoothly in line with client expectations and organizational standards.

Key Responsibilities

• Respond to event inquiries, telephone calls, emails, and client requests promptly and professionally.
• Understand client requirements, event objectives, preferences, budgets, and expected standards.
• Prepare proposals, quotations, packages, presentations, and event concepts.
• Conduct site visits and provide accurate information regarding available facilities, services, layouts, and event options.
• Manage the event sales process from initial inquiry through confirmation and completion.
• Maintain accurate records of leads, proposals, bookings, contracts, payments, amendments, and client communications.
• Follow up on inquiries, proposals, outstanding decisions, approvals, and payment requirements.
• Coordinate event details, including dates, timings, layouts, menus, beverages, décor, entertainment, equipment, staffing, and special requests.
• Prepare clear and accurate event briefs, function sheets, schedules, and operational instructions.
• Coordinate with Food and Beverage, Kitchen, Housekeeping, Recreation, Engineering, Security, Finance, and other departments.
• Conduct pre-event meetings and operational briefings to ensure all teams understand the requirements.
• Monitor event preparation and assist with on-site coordination during functions.
• Maintain regular communication with clients before, during, and after events.
• Handle changes, special requests, complaints, and operational issues promptly and professionally.
• Coordinate with approved suppliers, contractors, entertainers, decorators, and external partners when required.
• Support the preparation and monitoring of event budgets, costs, deposits, invoices, and final settlements in coordination with Finance.
• Identify appropriate opportunities to promote additional services and enhance event value.
• Ensure all event details are handled with accuracy, discretion, and confidentiality.
• Collect client feedback and contribute to post-event reviews and service improvements.
• Maintain up-to-date knowledge of available event offerings, facilities, services, and organizational standards.
• Support sales reports, event forecasts, performance tracking, and departmental administration.
• Perform other reasonable duties assigned by management.

Desired Skill & Expertise

• Diploma or bachelor’s degree in Events Management, Business Administration, Marketing, Sales, Hospitality, Communications, or a related field.
• Previous experience in event sales, event coordination, client relations, catering, private functions, or a similar role.
• Experience within a luxury, premium, private, corporate, lifestyle, or high-end environment is preferred.
• Strong sales, negotiation, presentation, communication, and organizational skills.
• Experience preparing proposals, quotations, contracts, event schedules, and client communications.
• Strong attention to detail and ability to manage multiple events or projects simultaneously.
• Proficiency in Microsoft Office, CRM systems, booking platforms, or comparable workplace systems.
• Basic understanding of budgets, pricing, invoicing, and financial administration.
• Ability to work flexible hours, including evenings, weekends, public holidays, and event days when required.
• Fluency in English is required; additional languages are an advantage.
• A valid driver’s license is preferred.