Event Coordinator, Entertainment & Gaming

Key Responsibilities

• Assist Event Planner in coordinating and executing all compound events activations and community programs
• Prepare event timelines checklists operational documents setup diagrams and coordinate space configurations with the facilities team
• Coordinate event logistics including equipment delivery setup schedules vendor arrivals and conduct pre-event site inspections
• Manage event materials inventory decorations supplies registration materials branded items through regular audits and coordinate equipment rentals when needed
• Serve as day-to-day liaison for vendors and suppliers maintain vendor databases and documentation and support invoice processing and payment tracking
• Maintain comprehensive event files including contracts permits insurance certificates correspondence and prepare distribute event briefings and run sheets
• Process purchase requisitions and expense reports and track event budgets and expenses using financial tracking systems
• Prepare meeting agendas and take minutes for event planning sessions
• Provide on-site support during events including setup coordination registration guest services activity management and volunteer coordination for larger events
• Monitor event operations and report concerns or issues to Event Planner immediately
• Deliver excellent customer service to residents address inquiries professionally and build positive relationships through friendly interaction
• Oversee event breakdown ensuring equipment accountability and proper space restoration
• Gather resident feedback through surveys and informal interactions respond to event inquiries via multiple channels and maintain accurate event participation records
• Coordinate equipment maintenance and repairs track material usage prepare reorder requests and organize storage areas for optimal accessibility
• Support event safety protocol implementation including risk assessments proper signage placement hazard monitoring first aid kit maintenance and ensure compliance with compound policies and Saudi regulations
• Compile post-event reports with attendance and feedback summaries organize event documentation and media archives support outcome analysis identify improvements and maintain accurate event calendar records

The candidate must demonstrate strong communication skills in English written and verbal and effective interpersonal abilities as this role requires regular coordination with vendors suppliers internal departments facilities security maintenance Event Planner residents and event participants to ensure smooth event operations and execution The candidate will be required to perform all functions and responsibilities of the role which may not always be expressly mentioned in the Clients contract but would be deemed necessary for the proper performance of services and the carrying out of activities for the effective and efficient management of the property in accordance with good industry protocols and any applicable best international standards and codes of practice

• Experience coordinating or supporting events in community hospitality retail or entertainment settings
• Familiarity with Saudi culture and experience working in Saudi Arabia or similar cultural environment preferred
• Experience managing event logistics including vendor coordination setup and on-site operations
• Track record of providing excellent customer service in face-to-face environments
• Experience working with diverse teams and multicultural communities
• Demonstrated ability to work independently while also being a strong team player
• Experience handling multiple priorities and working in fast-paced environments

• Event coordination and logistics management
• Vendor liaison and communication
• Customer service and resident engagement
• Administrative support and documentation
• Time management and prioritization
• Proficiency in Microsoft Office Suite Word Excel PowerPoint Outlook
• Comfortable using event management or registration software
• Excellent communication skills in English
• Arabic language skills highly advantageous
• Strong organizational skills with keen attention to detail

On-site Riyadh SAU

Bachelor's degree or Diploma in Event Management, Hospitality, Communications, or related field

Minimum 3-5 years of event coordination or event support experience

Minimum 2 years of experience in Saudi Arabia or GCC countries (preferred)
Strong organizational and multitasking abilities