F&B Coordinator (Freelance)

Coca-Cola Arena; Dubai; On-site; AED 67,000 - 112,000; Full time

Job summary

The Coca-Cola Arena in Dubai seeks an experienced administrator to support the F&B department across pre-, during-, and post-event activities. You will handle staffing, accreditation, vendor coordination, HRMS updates, permits, and culinary documentation, ensuring regulatory compliance and smooth operations for high-profile events.

You will maintain records for safety, inventories, and SOPs, while coordinating with internal teams and external partners to meet deadlines.

Qualifications

• Minimum 2–3 years of experience in administration, coordination, hospitality, or events.
• Experience with HRMS, Business Central, and venue operations is advantageous.
• Proficient in Microsoft Office (Excel, Outlook).
• Fluent in English; Arabic is a plus.

Responsibilities

• Provide administrative, operational, and compliance support to the F&B department.
• Assist with event preparation, staffing, accreditation, vendor admin, HRMS updates and permits.
• Maintain documentation, stock records, food safety checklists, and compliance logs.
• Coordinate with internal teams and external vendors; ensure timely approvals and filings.
• Monitor IoT temperature systems and assist with equipment maintenance scheduling.
• Prepare and process internal transactions and roster updates for events.

Skills

Administrative coordination

F&B operations

Food safety documentation

Dubai Municipality compliance

MS Office (Excel, Outlook)

English fluency

Arabic (plus)

Tools

Business Central

HRMS

Venue Ops

Job description

ABOUT THE ROLE

Legends Global teams across the world are innate problem solvers and people who thrive on the excitement of developing events that create opportunity and connection. We are meticulous planners, innovative thinkers, relationship specialists and acutely experienced business leaders who love what they do.

At Legends Global, we love events, it's what we do. It's a part of our DNA and what drives us.

This role involves:

• Providing administrative, operational, and compliance support to the Food & Beverage department.

• Supporting event preparation, staffing coordination, accreditation, third-party vendor administration, Business Central transactions, HRMS updates, permits, settlements, culinary documentation, food safety records, inventory support, maintenance tracking, and coordination with internal departments and external vendors.

• Maintaining smooth F&B operations before, during, and after events, while ensuring proper documentation, compliance follow-up, stock accuracy, food safety standards, and operational readiness.

Key Areas of Responsibility:

• Support the F&B department with pre-, during-, and post-event administration, including schedules and staffing plans.

• Prepare event accreditation allocations for F&B team members, vendors, contractors, and setup staff.

• Coordinate event manning requirements with external staffing providers and communicate updates internally and externally.

• Prepare and submit staff meal requests at least 24 hours in advance and maintain meal count trackers.

• Coordinate and submit POS and power requirements to Facilities Management at least 48 hours prior to each event.

• Process Business Central transactions, including purchase requests, purchase orders, and invoices accurately.

• Update F&B team rosters in HRMS for shifts, work-off days, work-from-home requests, and annual leave.

• Assist in implementing and tracking ordering, receiving, and storing processes across F&B operations.

• Ensure goods are ordered per approved requirements, received against correct documents, and stored correctly.

• Support the Culinary team with data entry and stock count reconciliation preparation.

• Assist with documenting, updating, and filing recipes, product specifications, and standard operating procedures.

• Support Culinary and Food Safety teams in managing and filing compliance records, checklists, and logs.

• Monitor daily, weekly, and monthly food safety checklists and report overdue or incomplete records.

• Manage and review the IoT temperature monitoring system across chillers, freezers, and storage areas.

• Coordinate the kitchen equipment maintenance schedule with Culinary, Facilities Management, and service providers.

• Ensure contractors and suppliers have valid work permits approved by F&B and Facilities Management before work starts.

• Prepare and process NOC documents for third-party catering vendors in line with venue and Dubai Municipality requirements.

• Coordinate vendor vehicle access forms for restricted areas and loading docks in advance with Security.

• Maintain and track backstage quotation templates and records for catering and related F&B services.

• Maintain organized administrative records for permits, NOCs, invoices, legal forms, recipes, and SOPs.

As part of our commitment to national talent development, this position is open to UAE National applicants, and we strongly encourage qualified professionals to apply.

This role is on a freelancer agreement, and it requires the candidate to have their own visa / sponsorship. A detailed job description can be found below.

ABOUT YOU

Everyday our people are responsible for delivering extraordinary experiences for every guest who walks through our doors.

You will have a shared values and people-centric mind set and genuinely want to make a difference. That's what makes you stand out from the crowd and why we want to meet with you.

You should have:

Qualifications:

• Previous experience in administration, coordination, hospitality, F&B, events, catering, culinary administration, or hotel operations is preferred.

• Knowledge of food safety documentation, HACCP requirements, Dubai Municipality compliance, inventory processes, and F&B systems is preferred.

Experience:

• Minimum 2-3 years’ experience in similar role.

• Experience with HRMS, Business Central, Venue Ops, or similar systems is an advantage.

• Good knowledge of Microsoft Office, especially Excel and Outlook.

• Previous experience in the UAE, preferably in the event industry.

• Excellent oral and written communication skills.

• Fluent in English.

• Arabic is a plus.

Skills and Knowledge Requirements:

• Strong administrative and coordination skills.

• Excellent attention to detail and follow-up.

• Good communication skills with internal and external stakeholders.

• Ability to manage multiple event deadlines at the same time.

• Understanding of F&B operations, culinary documentation, food safety, inventory, and supplier coordination.

• Ability to work under pressure during event periods.

• Organized, proactive, and accurate with documentation.

Personal Qualities:

• Friendly and amicable personality.

• Excellent listening and communication skills at all levels.

• Excellent internal and external stakeholder management skills.

• Excellent personal presentation and grooming.

• Willingness to work as a team member and accept direction.

• Can do attitude without compromise of safety.

• Ability to work under pressure and meet deadlines.