Events Site Supervisor

Job Description

About the job

An Event Coordinator is responsible for coordination and following up for the executing a wide range of events, from preparing quotations, receiving the billing from subcontractors and suppliers communicating with finance team for billing and any other task related to the events, her role is crucial in ensuring every event runs smoothly, meets client expectations, and provides a memorable experience for attendees.

Areas of responsibility

Quotation Management:

 Create, manage, and monitor event Quotation, ensuring expenses as Lpo’s are align with financial goals.

 Track all event expenses, manage invoices, and report to finance & event manager.

Suppliers Communication and arrangements:

 Client communication by official email and cc’ed the required personal of the office.

 Follow up on events design and its related item, ensuring smooth operations of the venue & preparations.

 Initiate a log to combine all the events details and its progress track.

 Serve as the primary point of contact for suppliers throughout the planning process.

 Ensuring of receiving all the Billing from the suppliers and subcontractors

 Ensuring that LPO’s related to the events are issued, signed and sent to the subcontractors, suppliers

 Collaborate with suppliers to confirm delivery of the material and installation on time.

 Create detailed event proposals, timelines, and schedules.

 Plan logistics for all event components, including venues, catering, transportation, and any other needs.

 Ensure all event details are executed according to client expectations and industry standards.

On-Site Event Management

 Oversee event setup, execution, and breakdown, ensuring every detail aligns with the plan.

 Coordinate with staff and vendors, troubleshoot issues, and manage any unexpected challenges.

 Ensure a positive guest experience and smooth event flow.

 Oversee the store and track the furniture conditions followed with updates of the present asset.

Reporting

 Send list of events with details on weekly basis to line manager and finance Manager.

 Archiving, scanning all the documents related

 Salik report on weekly basis

 Attendance records of short breaks report on weekly basis.

Administration

 Manage and arrange the meeting schedules of Managing Director.

 Manage and track the meeting room schedules.

 Review all Du, Etisalat billing, send report with deductible amounts to Deputy GM & Finance Manager wherever bills received.

 Send weekly report for Salik to Deputy GM & Finance Manager after highlighting the Gap.

 Prepare monthly report for all Vehicles regarding milage, fines, Maintenance and send.

 Make sure that any accidents happened will be reported to management.

 Receive call and transfer to related employees.

 Record the in/out employees’ movement during working time, send weekly report to HR, Finance and Deputy GM