Operations Specialist

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 and professional demeanor