CORPORATE EVENTS COORDINATOR

Position Summary

The Corporate Events Coordinator is responsible for the end-to-end lifecycle of corporate events across the Capital Motion hospitality portfolio. This role acts as the primary contact for clients and vendors, managing everything from the initial concept and proposal to post-event evaluation. The focus is to deliver bespoke guest experiences while meeting commercial targets and ensuring seamless Operational Execution.

Key Responsibilities

Event Coordination Client Handling

• Serve as the primary contact for corporate clients throughout the event planning process.
• Coordinate event details such as agenda, seating, AV requirements, menus, branding, floorplans, and timing.
• Conduct venue tours and support the Sales team in showcasing Capital Motion venues.
• Provide timely responses to client inquiries and ensure expectations are clearly managed.
  
  

BEO Preparation Documentation

• Prepare comprehensive Banquet Event Orders (BEOs) for all confirmed events.
• Ensure all operational departments (Ops, Culinary, Bar, Finance, Procurement) receive accurate and timely BEOs.
• Conduct internal event briefings when required.
• Update BEOs when changes occur and communicate revisions promptly.
  
  

Event Execution Support

• Be present for major events or high-profile corporate bookings to ensure seamless coordination.
• Liaise with Venue Managers and Operations to resolve any issues in real time.
• Ensure client requirements are met and service standards are maintained during events.
  
  

Billing Financial Coordination

• Prepare pro forma invoices, deposits, and final billings in coordination with Finance.
• Track event payments and ensure all financial obligations are met before and after the event.
• Reconcile actual consumption (food, beverages, AV, rentals) post-event.
• Maintain accurate financial records for all events.
  
  

Administrative Sales Support

• Assist the Sales Events team with proposals, menus, and corporate packages.
• Maintain CRM updates, event calendars, client logs, and corporate databases.
• Support in weekly and monthly reporting on events performance, lead conversion, and revenue.
• Work with Marketing on event-related materials when relevant (floorplans, menus, photos).
  
  

Stakeholder Coordination

• Work closely with internal teams to ensure event requirements are understood and executed.
• Coordinate with external suppliers (AV, décor, entertainment, rentals) as directed.
• Ensure all suppliers are approved and compliant with venue standards and safety requirements.
  
  

Qualifications

Qualifications Experience

• 2–3 years of experience in events, hospitality, corporate coordination, or F B operations.
• Strong understanding of corporate events (meetings, conferences, seminars, receptions).
• Experience preparing BEOs and working with operations teams.
• Excellent communication and organizational skills.
• Strong attention to detail and ability to multitask.
• Proficiency in Microsoft Office and CRM systems.
• Fluent in English; Arabic is an advantage.
  
  

Key Competencies

• Highly organized and detail-oriented
• Strong communication and interpersonal skills
• Client-focused and service-driven
• Ability to manage multiple events simultaneously
• Calm under pressure and solution-oriented
• Team player with strong coordination abilities
  
  

Additional Information

Other Benefits

• The company provides a duty meal during working hours.
• The position includes incentives and a yearly bonus based on performance.
• A residence visa will be provided by the company.
• Health insurance coverage is included as part of the employment benefits.
• The work location is Yas Bay, Waterfront, Yas Island, Abu Dhabi.
• Please ensure you are willing and able to work within the Abu Dhabi area before applying.