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The Greater Change

Event Coordinator - Real Estate & Corporate Events

Administrative & Executive AssistanceConfirmed live in the last 24 hours
Full-timeDubai - United Arab Emirates

About the Job

Requirements

  • A degree or diploma in Event Management, Marketing, Hospitality, Business, or a related field.
  • Two to four years of experience coordinating corporate, property, hospitality, or brand events.
  • Experience supporting both smaller gatherings and larger launches or productions.
  • Experience managing guest lists, RSVPs, supplier documentation, schedules, and event logistics.
  • Strong working knowledge of Microsoft Office or Google Workspace, particularly spreadsheets and shared trackers.
  • Excellent organisation, attention to detail, and follow-through.
  • Clear communication with guests, colleagues, venues, and suppliers.
  • Ability to coordinate multiple tasks and maintain accurate records.
  • Practical understanding of event setup, logistics, and guest service.
  • Cultural sensitivity and professional discretion.
  • Reliable asset handling and version control.
  • Proactive problem-solving within assigned responsibilities.
  • Ability to remain calm and responsive during live events.
  • Strong teamwork and willingness to support hands-on delivery.
  • Sound judgement on when to act independently and when to escalate.
  • Willingness to travel between venues and work evenings or weekends when required for events.

Responsibilities

  • Support the Events Manager in preparing plans, schedules, checklists, and task trackers for events of different scales.
  • Maintain the consolidated events calendar and communicate approved updates to relevant teams.
  • Record meeting actions, responsibilities, and deadlines, and follow up on outstanding items.
  • Coordinate planning meetings, site visits, supplier briefings, and rehearsals.
  • Maintain organised event folders containing briefs, quotations, approvals, guest records, and operational documents.
  • Flag missing information, delays, and conflicting requirements to the Events Manager.
  • Research venue and supplier options against agreed requirements and obtain quotations for review.
  • Arrange venue inspections and confirm availability, facilities, access arrangements, and setup restrictions.
  • Collect supplier onboarding documents and follow up with Procurement, Legal, and Finance on required actions.
  • Support purchase requests, booking confirmations, purchase orders, and invoice processing.
  • Share approved briefs, schedules, technical specifications, and delivery instructions with appointed suppliers.
  • Confirm supplier timings, contact details, staffing, equipment, and responsibilities before each event.
  • Maintain current venue and supplier records, including feedback from previous events.
  • Prepare and maintain guest lists with Sales, Marketing, leadership offices, and other relationship owners.
  • Coordinate approved invitations, reminders, confirmations, and practical guest information.
  • Track RSVPs, attendance changes, dietary requirements, accessibility needs, and VIP arrangements.
  • Support registration pages, seating plans, name badges, guest packs, and reception materials.
  • Coordinate transport, parking instructions, directions, and access requirements where needed.
  • Assist guests professionally and refer sensitive requests or decisions to the Events Manager.
  • Handle guest information accurately and in line with approved data processes.
  • Maintain an asset checklist covering invitations, signage, branding, screen content, presentations, films, and other event materials.
  • Track production and approval deadlines with Creative, Content, and Marketing teams.
  • Distribute approved files to the correct agencies, venues, and suppliers, maintaining clear version control.
  • Provide confirmed event details and changes to the Social Media Manager for calendar updates.
  • Coordinate photography and videography schedules, access, shot lists, and contributor arrangements.
  • Collect event photography and footage, track approvals, and share final assets with the relevant teams.
  • Support timely delivery of approved recaps, thank-you communications, and other post-event content.
  • Assist with arrangements for poojas, festive gatherings, and other cultural or religious occasions under the Events Manager’s direction.
  • Confirm requirements with appointed priests, officiants, or specialist providers and maintain a checklist of agreed materials.
  • Coordinate flowers, offerings, ceremonial items, refreshments, seating, and setup as instructed.
  • Follow up with venues on agreed arrangements for ceremonial activities.
  • Communicate relevant timings, dietary considerations, and guest guidance clearly and respectfully.
  • Follow agreed preferences regarding photography, content sharing, and participant privacy.
  • Coordinate deliveries, supplier access, equipment, event materials, staffing, and hospitality arrangements.
  • Prepare contact sheets, operational packs, registration lists, and event schedules.
  • Assist with venue setup and check that branding, seating, guest materials, and hospitality match the approved plan.
  • Support technical checks and rehearsals, recording issues for resolution by the responsible teams.
  • Manage assigned on-site responsibilities, including registration, guest guidance, speaker assistance, and supplier liaison.
  • Communicate issues promptly and follow the Events Manager’s instructions during live delivery.
  • Support breakdown, stock checks, equipment returns, and venue clearance.
  • Maintain accurate quotation comparisons, expense trackers, purchase records, and invoice logs.
  • Flag unapproved charges or cost differences to the Events Manager.
  • Consolidate attendance records, guest feedback, and relevant enquiries after each event.
  • Transfer lead information and follow-up requests to Sales and CRM teams through agreed processes.
  • Follow up on outstanding supplier deliverables, final assets, invoices, and returned equipment.
  • Archive event records and contribute practical improvements to future checklists and planning.

Desired Qualifications

  • UAE event coordination experience, with familiarity with local venues and suppliers.
  • Familiarity with registration platforms, shared asset libraries, and CRM data handovers.
  • Experience supporting cultural or religious ceremonies.
  • A valid UAE driving licence.
  • Arabic language skills.

About the Company

The Greater Change

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