Coordinator - Events & Activations - 7 Months Contract Role

Coordinator - Events & Activations - 7 Months Contract Role

Dubai, UAE Posted 2 days ago Expires in 2 months

Transguard Workforce Solutions is the UAE’s leading provider of unique and innovative HR solutions. With a decade of experience in the region and a team that possesses extensive knowledge of the market, we provide a fully integrated HR solution.

We are currently recruiting for a Coordinator – Events & Activations – 7 Months Contract Role for one of our government clients to be based out of their Dubai office.

Job Purpose:

• This role will provide administration support to Officer – Marketing & Partnerships for the internal Projects and on-ground activations, including but not limited to Brand & Communications department. Coordinate with Events, Activations and Partnerships team for the day-to-day project activities and act as runner for external tasks. Support the department for their budget related activities.
• The job holder should support in the set-up of meeting and events related activities for on-ground activations & video production activities and works closely with the other company units.

Job Description:

• Provide support to ensure successful delivery of all activations and partnerships.
• Maintain and update weekly project schedule and ensure to follow office workflow procedures in order to maximize efficiency.
• Assist in raising and coordinating the procurement requests on the systems.
• Perform basic bookkeeping activities and update the budget utilization reports.
• Support with suppliers’ on-site works, logistics, and deliveries for all on-ground activations.
• Assist with packing and distribution of collaterals and materials for all on-ground activations.
• Support the Dubai Airshow project team to ensure successful delivery and closing of Dubai Airshow Project.
• Assist in maintaining and updating the weekly project plans and trackers.
• Support in the distribution management of the collaterals.
• Track and update the reports related to the procurement and budget-related activities.
• Support all the invoice submissions for the project financial closing.
• Coordinate externally with suppliers and stakeholders for delivery of material and distribution.
• Assist with packing of collaterals and materials for Dubai Airshow.
• Assist in organizing and arranging the project board meetings for preparation of Dubai Airshow 2025.
• Support the team for their weekly and monthly meetings with internal DA units and external stakeholders by managing schedules, calendars, and appointments.
• Serve as a point of contact and liaison for the attendees of the meetings, coordinate their access to DA office and provide general support.
• Prepare (physical and electronic) archives of all the documents and correspondence in the assigned platforms.
• Provide on-ground support to Brand and Communications team with any activations, filming, and photo shoots.
• Ensure all HSSE and safety guidelines are followed.
• Assist and provide support to other team members within Brand & Communications in organizing documents required for filming permits and Airport pass applications when required.
• Transport the equipment to different locations and ensure they are returned in perfect condition.
• Support the brand team in supervising any activations, installations, and site works if and when required.
• Coordinate with suppliers for logistics required for the activations and arrange meetings.

Skills

• Excellent communication and interpersonal skills.
• Expert in MS Office, including Word, Excel, PowerPoint, and Outlook.
• Experience in stock management, distribution, inventory, and ledger management.
• Excellent time-management, able to work under pressure and follow instructions.
• Good communication and interpersonal skills.
• Knowledge of procurement and finance procedures/processes.
• 2 – 3 years of experience preferred in events.