Event Coordinator

Confidential; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading company in Dubai is seeking a Logistics Coordinator to manage travel logistics, including hotel bookings, flight reservations, and visa processing. The ideal candidate will have strong organizational skills, excellent communication abilities, and a proven track record in logistics coordination. Responsibilities include coordinating with suppliers, maintaining travel records, and ensuring a smooth travel experience for clients. This role requires flexibility and the ability to adapt to changing travel requirements.

Qualifications

• Proven experience as a Travel Coordinator or Logistics Coordinator.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.

Responsibilities

• Oversee and manage all aspects of travel logistics.
• Coordinate hotel bookings, flight reservations, and visa processing.
• Maintain accurate travel records and provide timely information.

Skills

Organizational Skills

Communication

Problem Solving

Attention to Detail

Tools

Google Sheets

Monday.com

Job description

Contract duration - 1 year

Monthly salary - AED 12,000

As a Logistics Coordinator, you will be responsible for overseeing and managing all aspects of travel logistics, including hotel bookings, flight reservations, visa processing, ground transportation, and logistical support. Your role will involve coordinating with travel agencies, suppliers, and stakeholders to ensure smooth, cost-effective travel experiences while maintaining high standards of customer service.

Responsibilities include, but are not limited to:

Hotel Bookings:

• Research, compare, and negotiate hotel rates and accommodations.
• Coordinate and book hotel reservations based on travel itineraries and traveller preferences.
• Ensure timely communication of hotel confirmations, reservation changes, and cancellations to relevant stakeholders.
• Manage group bookings and negotiate special rates for large-scale events or conferences, if required.

Flight Reservations:

• Conduct comprehensive flight searches, comparing prices, itineraries, and airlines to identify the most suitable options.
• Coordinate flight bookings, including ticket issuance and confirmation.
• Collaborate with staff to determine flight requirements, including dates, destinations, and seating preferences.
• Handle flight changes, cancellations, and rescheduling as necessary, ensuring minimal disruption to travel plans.

Visa Processing:

• Provide guidance and support to staff regarding visa requirements for various destinations (with a focus on KSA visas).
• Gather and review necessary visa documentation from staff.
• Liaise with governmental entities and visa processing agencies to facilitate smooth visa applications.
• Track visa application progress, communicate updates to staff, and ensure timely visa issuance.

Ground Transportation:

• Arrange transportation services, including airport transfers, local transportation, and rental car bookings.
• Coordinate with transportation providers to ensure timely pick-ups, drop-offs, and seamless travel experiences.
• Anticipate and plan for transportation needs based on travel itineraries and local conditions.
• Address any transportation-related issues or changes that may arise during travel.

Travel Logistics and Support:

• Maintain accurate and up-to-date travel records, including itineraries, invoices, and expense reports.
• Collaborate with travel agencies, vendors, and internal departments to resolve any travel-related issues or concerns.
• Provide timely and accurate travel information to staff, including flight details, hotel reservations, and visa requirements.
• Offer guidance and support to travelers regarding travel policies, procedures, and best practices.

Supplier Communication:

• Engage in daily communication with suppliers (e.g., travel agencies, transport providers) regarding new bookings, amendments, cancellations, and follow-ups.
• Maintain professional relationships with suppliers to ensure timely and accurate service delivery.

Client Communication:

• Establish and maintain clear communication with the client to ensure their logistics needs are met.
• Address client inquiries, concerns, and updates related to their travel arrangements promptly and professionally.

Invoice Management:

• Handle invoices related to all logistics bookings.
• Verify invoice accuracy and process payments in accordance with company policies.

Requirements:

• Proven experience as a Travel Coordinator, Logistics Coordinator, or in a similar role, preferably with a focus on hotel, flight, visa, and ground transportation arrangements.
• Previous experience in logistics coordination or a related field preferred.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to work independently and prioritize tasks effectively.
• Proficiency in using Google Sheets, Monday.com and other relevant software tools.
• Familiarity with travel management systems, online booking platforms, and visa application processes.
• Knowledge of travel policies, regulations, and industry best practices.
• Ability to remain calm under pressure and solve problems efficiently.
• Flexibility to adapt to changing travel requirements and work schedules.
• Flexibility to adapt to new systems and processes.