Events Coordinator - Hotel Functions

Accor Group; Dubai; On-site; AED 66,960 - 100,440; Full time

Benefits offered by this job

Hotel discounts

Accor Academies training

International career mobility

Job summary

Accor Group in Dubai seeks an Events Coordinator for Hotel Functions to plan and deliver meetings, conferences, and corporate events. You will manage client requirements, venue arrangements, supplier coordination, budgets, documentation, and post‑event follow‑up across Novotel and Adagio Dubai Al Barsha.

The role requires coordinating with multiple departments, ensuring seamless execution, and delivering memorable guest experiences in a luxury hospitality environment.

Qualifications

• Minimum 2 years of professional experience in events coordination or hotel operations.
• Proven ability to plan and deliver events of varying sizes and complexity.
• Fluent written and spoken English; Arabic is advantageous.

Responsibilities

• Respond promptly to event enquiries via telephone, email or referrals.
• Plan events from enquiry through contracting, delivery, billing and post‑event review.
• Conduct hotel tours, site inspections and requirements meetings with clients.
• Present venue options, catering, and facilities to clients.
• Coordinate vendors and external partners; negotiate terms when needed.
• Track budgets, deposits, and payments; manage event documentation.
• Ensure accurate event orders, contracts, and schedules are maintained.
• Communicate confirmed details to all hotel departments and stakeholders.

Skills

Hotel event coordination

Conference planning

Client relationship management

Vendor management

Budget control

Cross‑department coordination

Multicultural communication

Problem solving under pressure

Education

High school diploma or equivalent

Associate/Bachelor in Hospitality or Events

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Overview

Events Coordinator – Hotel Functions is a hospitality opportunity focused on planning and delivering meetings, celebrations, conferences, and corporate functions in Dubai, United Arab Emirates. The role involves managing client requirements, venue arrangements, supplier coordination, budgets, event documentation, operational communication, and post‑event follow‑up across Novotel and Adagio Dubai Al Barsha.

Estimated monthly salary range: 6,000 – 9,000 AED. The final offer will be confirmed with the employer.

Key Responsibilities

• Respond promptly to event enquiries received by telephone, email, or internal referral.
• Gather detailed information about event objectives, guest numbers, dates, budgets, accommodation, catering, and technical requirements.
• Plan events from initial enquiry through contracting, delivery, billing, and post‑event review.
• Conduct hotel tours, site inspections, and requirements meetings with prospective and confirmed clients.
• Present meeting rooms, event spaces, accommodation options, catering services, and available facilities.
• Recommend event solutions that reflect the client’s objectives, budget, audience, and preferred experience.
• Prepare accurate proposals, quotations, contracts, function sheets, and detailed event orders.
• Confirm venue setup, seating arrangements, menus, audiovisual equipment, guest accommodation, signage, and special requests.
• Develop event schedules and ensure deadlines, approvals, deposits, and operational requirements are tracked.
• Communicate confirmed event details to Banquets, Food & Beverage, Culinary, Front Office, Housekeeping, Engineering, Security, Finance, and other departments.
• Attend pre‑event meetings and operational briefings to confirm responsibilities and service expectations.
• Coordinate vendors, suppliers, decorators, audiovisual providers, and other external partners.
• Negotiate supplier terms where required while maintaining quality, reliability, and budget control.
• Track event expenses and identify ways to maximize value without reducing guest experience standards.
• Maintain complete client files, correspondence, contracts, payment records, event orders, and supporting documentation.
• Welcome clients on arrival and provide an accessible contact throughout the event.
• Monitor event progress and resolve timing, setup, service, guest, or supplier issues promptly.
• Handle complaints and disputes professionally in line with hotel procedures and delegated authority.
• Reconcile event invoices, monitor payments, and support timely financial reporting.
• Collect client feedback through discussions, questionnaires, and post‑event follow‑up calls.
• Record lessons learned and recommend improvements to event planning and service delivery.
• Identify opportunities to increase revenue through upgrades, packages, additional services, and future bookings.
• Promote relevant hotel offers and pursue repeat business from satisfied clients.
• Monitor competitor activity, local event demand, pricing trends, and emerging industry practices.
• Keep event management systems, databases, calendars, and sales records accurate and current.
• Participate in training and professional development activities.

Ideal Profile

• High school diploma or equivalent qualification.
• Associate degree or bachelor’s degree in Hospitality, Events Management, Business, or a related discipline is preferred.
• Minimum 2 years of professional experience in events coordination, hotel operations, banqueting, or a related field.
• Proven experience planning and delivering events of different sizes and levels of complexity.
• Strong client relationship skills with a record of maintaining high service standards.
• Excellent written and verbal communication abilities.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Experience using event management systems, hotel databases, or related planning tools.
• Strong organizational and time‑management skills with the ability to coordinate several events simultaneously.
• Careful attention to contracts, event orders, invoices, schedules, and client requirements.
• Practical experience managing budgets, expenses, suppliers, and event‑related payments.
• Strong negotiation skills when working with vendors and external partners.
• Ability to remain composed and solution‑focused during operational problems or last‑minute changes.
• Confident collaboration with clients, hotel departments, suppliers, and management.
• Ability to work under pressure and meet firm deadlines without compromising accuracy.
• Fluent written and spoken English.
• Arabic or another language commonly used in the UAE is advantageous.
• Event management or hospitality certification is preferred.
• Experience in an international, multicultural, luxury, or upscale hotel environment is advantageous.

Skills Set

• Hotel event coordination
• Conference planning
• Function planning
• Client relationship management
• Site inspections
• Event proposals
• Contract preparation
• Event orders
• Venue coordination
• Catering coordination
• Audiovisual planning
• Guest accommodation
• Vendor management
• Supplier negotiation
• Budget control
• Expense tracking
• Invoice reconciliation
• Payment monitoring
• Event documentation
• Client feedback
• Complaint resolution
• Event management systems
• Microsoft Office
• Competitor research
• Revenue optimization
• Cross‑department coordination
• Crisis management
• Multicultural communication

Why Join Us

Key benefits include employee hotel discounts, structured learning through Accor Academies, international career mobility, opportunities for development within events, sales, conferences, banqueting, or broader hotel operations, and the chance to work with diverse clients and deliver memorable experiences in a fast‑moving hospitality environment.