Admin Event Coordinator/ Event Operations Coordinator

Media Land Group; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading creative events agency in Dubai is seeking an Event Operations Coordinator to manage the end-to-end execution of events and exhibitions. The role demands excellent organizational skills and a deep understanding of Dubai's event landscape, requiring effective communication with vendors and internal teams. Candidates should possess a bachelor's degree and at least 2 years of event operations experience. This position offers the chance to contribute to innovative projects in a dynamic environment.

Benefits

Dynamic and fast-paced environment

Opportunities for growth and learning

Collaborative team culture

Qualifications

• Minimum of 2+ years of experience in event operations or logistics coordination, preferably within Dubai’s event industry.
• Deep understanding of Dubai event execution norms, venue protocols, and vendor ecosystems.
• Excellent verbal and written communication skills in English (Arabic is a plus).

Responsibilities

• Coordinate with internal departments and manage suppliers for event execution.
• Support planning and execution of events within the Media Land Group portfolio.
• Assist in on-ground event setup and monitor live operations.

Skills

Event operations coordination

Supplier management

Communication skills

Problem-solving

Organizational skills

Education

Bachelor’s degree in Event Management or related field

Tools

Microsoft Office

Project management tools

Job description

Event Operations Coordinator

Location: Dubai, UAE

Department: Events & Operations

Employment Type: Full-Time

About Media Land Group

Media Land Group is a leading creative and experiential agency based in Dubai, known for delivering bold, high-impact events, exhibitions, and activations across the region. We collaborate with global brands, visionary artists, and local institutions to turn ideas into unforgettable audience experiences. Our multidisciplinary team thrives at the intersection of creativity and execution — blending strategy, storytelling, and precision to bring every event to life. If you are detail-obsessed, deadline-driven, and thrive in fast-paced environments, we invite you to help us raise the bar on every production we touch.

Role Overview

We are seeking a proactive and detail-oriented Event Operations Coordinator who will play a central role in the end-to-end execution of events, activations, and exhibitions. This person will be responsible for coordinating with internal departments, managing suppliers, and overseeing logistics, ensuring every aspect of the project runs smoothly — from planning and setup to execution and wrap-up. This is a 360‑degree operations role that requires excellent organizational skills, strong communication abilities, and an in‑depth understanding of how events work in Dubai, including dealing with local vendors, authorities, and regulatory bodies.

Key Responsibilities

🔹 Supplier & Quotation Management

• Source and liaise with reliable vendors and service providers relevant to event needs (e.g. technical, build‑up, decor, F&B, logistics).

Request, compare, and prepare supplier quotations for internal review and approval.

• Manage supplier onboarding including registration forms, documentation, contracts, and compliance.
• Track and follow up on payments, delivery timelines, and contractual obligations.

🔹 360° Event Coordination & Planning

• Support the planning and execution of events, activations, and exhibitions within the Media Land Group portfolio.
• Coordinate with creative, production, and marketing teams to align project objectives and event flow.
• Manage detailed event logistics including venue booking, technical setup, transportation, security, storage, permits, and staffing.
• Create and maintain all relevant documents: run sheets, event timelines, production schedules, vendor trackers, and floor plans.
• Participate in pre‑production meetings, consolidate feedback from various departments, and update action plans accordingly.

🔹 On‑Site Execution & Live Operations

• Assist in on‑ground event setup (load‑in), execution, and teardown (load‑out), ensuring smooth flow and adherence to schedule.
• Serve as the key point of contact on‑site for suppliers, venue staff, and internal teams.
• Monitor and support live event operations, ensuring quality control, safety compliance, and real‑time troubleshooting of any issues that arise.
• Supervise onsite activities such as AV setup, stage management, branding installations, and crowd logistics when required.

🔹 Internal & External Communication

• Coordinate with all internal departments (Creative, Production, Marketing, Finance, Client Services) to ensure operational alignment and resource planning.
• Communicate effectively with external partners, vendors, venue managers, and government stakeholders.
• Update stakeholders on logistics timelines, setup requirements, permit deadlines, and deliverable statuses.

🔹 Government Permits & Documentation

• Liaise with relevant government authorities and venue partners for event‑related approvals (e.g., DTCM permits, municipality clearance, health & safety).
• Ensure timely submission and approval of event‑related documentation.
• Keep organized records of supplier contracts, quotations, delivery notes, insurance papers, and operational checklists.

🔹 Post‑Event Wrap‑Up & Reporting

• Support the preparation of post‑event reports including inventory tracking, supplier evaluations, operational learnings, and cost analysis.
• Lead debriefs sessions with internal teams to capture insights and identify areas for process improvement.
• Recommend operational enhancements for future projects based on on‑ground findings.

Qualifications & Skills

• Bachelor’s degree in Event Management, Business Administration, Hospitality, or a related field.
• Minimum of 2+ years of experience in event operations or logistics coordination, preferably within Dubai’s event industry.
• Deep understanding of Dubai event execution norms, regulations, venue protocols, and vendor ecosystems.
• Strong organizational and time‑management skills with the ability to handle multiple deadlines and priorities under pressure.
• Tech‑savvy: Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with project management tools (e.g., Asana, Trello, Notion).
• Excellent verbal and written communication skills in English (Arabic is a plus).
• Solution‑oriented mindset with the ability to proactively solve issues and adapt to changes quickly.
• Ability to work flexible hours, including evenings, weekends, and on‑site travel.

Why Join Media Land Group?

• Be part of one of Dubai’s most innovative creative event agencies.
• Work on award‑winning campaigns, global exhibitions, and iconic cultural projects.
• Join a dynamic, fast‑paced environment with room for growth, leadership, and learning.
• Collaborate with a talented and passionate team that values initiative and creativity.