Party Coordinator - RM

IdeaCrate; Abu Dhabi; On-site; AED 67,000 - 100,000; Full time

Job summary

IdeaCrate seeks an Event Planning and Coordination specialist to oversee and participate in events at the Orange Wheels centre in Abu Dhabi. You will work with clients to define requirements, liaise with vendors, and manage planning, execution, and post-event activities.

Responsibilities include coordinating guest lists, budgets, and schedules, and ensuring excellent service. The role emphasizes teamwork, creativity in event themes, and detailed administrative tasks to deliver memorable

Qualifications

• Experience planning and coordinating events.
• Excellent vendor liaison and client communication.
• Strong administrative and reporting skills.

Responsibilities

• Coordinate, oversee and participate in events at the Orange Wheels centre.
• Collaborate with clients to identify requirements and expectations for each event.
• Liaise with vendors, exhibitors, and stakeholders during planning to ensure order.
• Plan and execute events aligned with company standards.
• Handle admin duties: records, databases, calendars, reports for management or clients.
• Ensure diverse, engaging entertainment options for a memorable event.
• Be ready to support colleagues to maintain seamless workflow.

Skills

Event coordination

Vendor liaison

Client communication

Administrative tasks

Job description

Job Description:

Event Planning and Coordination

• Coordinate, Oversee and Participate in events at the assigned Orange Wheels centre.
• Collaborate with clients to Identify the client’s requirements and expectations for each event.
• Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.
• Plan and execute events, ensuring alignment with company standards.
• Handle administrative duties such as maintaining records, updating databases, managing calendars, and preparing reports for management or clients.
• Ensure a diverse and engaging range of entertainment options ensuring that result of the event is successful and memorable for everyone.
• Be ready to lend a hand with additional tasks when colleagues in OW are unavailable, ensuring a seamless workflow and strong team support.

Client Interaction and Communication

• Communicate directly with the customers throughout the event planning process to learn requirements and goals.
• Coordinate guest list and vendor specifications, and ensure all parties understand relevant information and details.
• Serve as the main point of contact for all stakeholders, including clients, vendors, attendees, and speakers.
• Maintain open lines of communication, update stakeholders about event details and changes, and answer inquiries and concerns.
• Perform post-event tasks promptly such as meeting with clients to ensure satisfaction and also documenting issues and resolutions.

Promotion & Customer Service

• Conceives of and assembles creative and innovative event themes and attractions to enhance event experiences and goals.
• Handle creative requests, sending email campaigns and design visually appealing e-invites by co ordinating with the Marketing team.
• Offer assistance to clients, maintain customer satisfaction, and ensure a positive experience.

Finance and Logistics Management

• Manage day-to-day administrative work such as issuing invoices, collecting payments and ensure accuracy in financial transactions.
• Negotiate contracts with vendors to acquire necessary services and activities for events while meeting budgetary objectives.
• Manage logistics of event setups, tear down, and follow-up processes also including coordination with the operations team.
• Set up tables, chairs, and decorations for an inviting event space.