Groups & Events Coordinator

As a & Events Coordinator you will be responsible for the seamless planning coordination and execution of events and group bookings at Swissôtel Al Ghurair. This role demands a proactive detail-focused professional who excels in a dynamic fast-paced environment and consistently goes above and beyond to meet and exceed guest and client expectations.What is in it for youEmployee benefit card offering discounted rates in Accor worldwideLearning programs through our Academies and the opportunity to earn qualifications while you workOpportunity to develop your talent and grow within your property and across the world Ability to make a difference in the local community through our Environmental Social and Governance activities.What you will be doingKey ResponsibilitiesEvent CoordinationLearning programs through our Academies and the opportunity to earn qualifications while you workOversee the planning and coordination of group bookings and events including meetings conferences social gatherings and special events.Liaise with clients to understand event requirements and offer solutions to ensure their expectations are met.Create and manage event timelines vendor coordination room setups and other logistical needs.Maintain a strong knowledge of event space availability and floor plans.Ensure smooth execution of events on the day of troubleshooting issues as they arise.Client Relationship ManagementServe as the main point of contact for clients from the initial inquiry through to the events completion.Build and maintain strong relationships with corporate clients event planners and external suppliers.Ensure excellent communication with clients to understand their needs and ensure total satisfaction with services offered.Operational & Event AdministrationManage Opera blockings for Groups & Events ensuring correct inventory control and release management.Handle event permits and regulatory requirements (e.g. DTCM approvals) where applicable.Support internal and external event handling ensuring all operational details are captured and executed accurately.Assist with signage coordination (digital and manual) and ensure correct event information is displayed.Prepare and send event proposals contracts and quotations in a timely manner.Follow up with clients post-event to gather feedback and explore future event opportunities.Administrative TasksMaintain an organized database of event bookings and contracts.Track event expenses revenue and ensure that billing and invoicing are processed accurately and efficiently.Assist with administrative tasks as required including preparing reports and ensuring compliance with hotel standards.CollaborationWork closely with various departments (Food & Beverage Housekeeping Front Office AV etc.) to ensure all event details are clearly communicated and executed.Coordinate with the team to ensure high standards of service delivery for all events.Sales Reporting & Systems ManagementEnsure timely and accurate preparation updating and distribution of all sales-related reports for Groups Events and managed Sales Segments including but not limited to:BEOs CIS Site Inspection reportsGroup blocks rooming lists and pickup reportsRevenue dashboards and post-event performance summariesMaintain daily weekly and monthly reporting accuracy across all relevant systems (Opera ANAIS ALL Accor platforms and internal trackers).In liaison with Director of Sales to ensure data integrity consistency and professional presentation of reports shared with Management Revenue and Finance.Coordinate closely with Revenue Management to ensure correct segmentation rate loading and production tracking for Groups & Events business.Maintain and update telephone directories sales trackers and internal databases as required.Contracts Billing & Financial Follow-UpPrepare raise and follow up on group and event contracts ensuring timely signatures and compliance with hotel policies.Coordinate credit approvals deposits pre-payments and final billing in collaboration with Finance and Credit teams.Ensure accurate processing of invoices (pre-event and post-event) and follow up on outstanding balances.Maintain proper documentation for signed contracts payment proofs and event permits.QualificationsA diploma or degree in Hospitality Event Management or a related field is preferred.Previous experience in event coordination group sales or a similar hospitality role is preferred.Experience in a luxury hotel environment is a plus.Skills and AttributesStrong organizational and multitasking skills.Excellent communication and interpersonal skills.Ability to work independently and as part of a team.High attention to detail and ability to manage multiple tasks simultaneously.Proficient in MS Office (Word Excel PowerPoint) and event management software (e.g. Opera Onex FutureLog etc.).Fluent in English; knowledge of additional languages is an advantage.Ability to work under pressure and handle stressful situationsAdditional Informationh3>Visa r