MINDFREE CONSULTING
About the job
Our client is a leading global consulting firm, helping the world’s top businesses, governments and organizations. Looking for a new ” Operations Specialist” in their Dubai office.
This position will be reporting to Dubai Senior Office Manager.
Primary Duties And Responsibilities
Office and other events management:
Ideate events concepts to be aligned with the firm’s strategy
Develop, in alignment with office directors, office managers and other stakeholders regional events agenda
securing comparable staff experience (events themes and cadence) while accounting for local specificities
Develop regional event budgets and timelines, ensuring that all details are accounted for and within budget
Responsible for all negotiation with different vendors in alignment with procurement manager
Plan and coordinate corporate events and other office activities. Discuss event requirements and details, including venue, food and beverage, decorations, entertainment, and guest list with relevant stakeholders
Coordinate with vendors, such as caterers, florists, photographers, and entertainment, to ensure all details are aligned with the client’s vision
Manage event logistics, including cost breakdown, setup and transportation of equipment and supplies
Communicate with internal stakeholders and vendors throughout the planning process to ensure that all needs and expectations are met
Coordinate with internal teams on events agenda and needed material
Handle any issues or concerns that may arise during the event and provide quick and effective solutions
Develop post-event reports and conduct evaluations to assess success ratio. Draft an action plan and report accordingly
Track actual vs budget spend to ensure remaining within the approved budget
Secure a comprehensive and up-to-date regional events directory at all times
Stay updated on industry trends, including new venues, vendors and event technologies
Office operations and special projects
Assist in the planning and coordination of daily operations activities i.e., office supplies, catering, petty cash, facility management (room bookings), etc.
Maintain accurate inventory records and prepare reports as needed
Submit purchase orders, check invoices and other documentation related to operations and ensure vendors are timely registered on relevant platform (Sage X3)
Communicate with suppliers, vendors, and customers to ensure timely delivery of products and services
Safeguard procurement policy and ensure all checks are made prior to assigning jobs to vendors
Handle ad-hoc projects and prepare relevant analysis and presentations to communicate findings accordingly
Other tasks as assigned
Knowledge, Skills, And Abilities
Qualifications:
University degree preferably in hospitality, event planning or related field
Minimum of 3 years experience in operations or a related field
Minimum of 3 years experience in events management
Experience with a professional services firm is a plus
Skills:
Advanced level on MS Office and G Suite
Crisp attention to details and commitment to quality and high end service level
Excellent organization and time management skills
Proven ability to work under pressure and meet tight deadlines
Strong interpersonal skills and intrapersonal skills
Strong negotiation skills
Creative problem-solving skills
Demonstrated team player attitude
Must possess a warm, friendly a
