Event Coordinator

Position: Event Coordinator Department: Operations / Sales & Events

Reports To: Operations Manager / Duty Manager /Event Assistant manager

Location: Loco Bear Dubai Job Purpose The Event Coordinator is responsible for planning, coordinating, and delivering exceptional events at Loco Bear, including birthday parties, school visits, corporate events, team-building activities, private venue bookings, camps, and special promotional events. The role ensures every event is executed safely, efficiently, on time, and in line with Loco Bear's brand standards while maximizing guest satisfaction and revenue.

Key Responsibilities 1. Event Sales & Booking Contact confirmed clients 3–7 days before the event to reconfirm booking details, including date, time, guest numbers, activities, catering, special requests, and outstanding payments.

Verify all event details against the original booking made by the Birthday Sales Team. Prepare, update, and distribute the Event Function Sheet to all relevant departments at least 48 hours before the event.

Conduct pre-event briefings with Party Hosts and operational teams.

Collect final payments in accordance with company procedures. Maintain an accurate event booking calendar and coordinate any booking changes.

Ensure all event documentation is complete and up to date.

2. Event Planning Plan and coordinate birthday parties, school visits, corporate events, camps, private venue hires, and seasonal events. Prepare event schedules, activity rotations, room allocations, and operational timelines.

Coordinate catering, entertainment, decorations, equipment, and special guest requirements.

3. Event Operations - Ensure all event areas are fully prepared before guest arrival. Coordinate with Floor Managers, Activity Supervisors, and support departments.

Monitor event progress, ensure activities run on schedule, and resolve operational issues promptly.

Maintain excellent guest service standards throughout the event.

4. Guest Experience Welcome clients and act as the main point of contact during the event.

Ensure a smooth check-in process and regularly monitor guest satisfaction.

Resolve guest concerns professionally and ensure every event delivers an exceptional experience.

5. Cross-Department Coordination Liaise with Operations, Floor Managers, Party Hosts, Guest Relations, Kitchen & Café, Marketing, Technical, Housekeeping, Valet Parking, and Security.

Ensure all departments are fully informed of event requirements, timelines, and any last-minute updates.

6. Administration Maintain event bookings, contracts, payment records, and guest information.

Update the booking system and prepare daily and weekly event reports. Ensure all event records and documentation are accurate and properly filed.

7. Safety & Compliance Ensure all events comply with Loco Bear safety policies and SOPs. Verify participant eligibility for attractions and ensure safety briefings are completed.

Report incidents immediately and follow emergency procedures when required.

8. Marketing Support Support promotional and seasonal events in coordination with the Marketing Team.

Collect guest feedback, encourage Google reviews, and assist with event photography and social media content.

Daily Responsibilities Review the daily event schedule.

Confirm room setup and operational readiness.

Conduct pre-event briefings.

Welcome guests and oversee event execution.

Coordinate activity and catering schedules.

Resolve guest concerns promptly.

Complete event reports and handovers.

Qualifications -

Diploma or bachelor’s degree in hospitality, Events Management, Business Administration, or a related field (preferred).

Minimum 2–3 years' experience in event coordination, hospitality, family entertainment, or customer service.

Experience managing multiple events simultaneously is an advantage.

Knowledge & Skills Technical Skills

Event planning and coordination

Customer service and sales

CRM and booking systems

Microsoft Office

Report preparation

Time and resource management Soft Skills

Excellent communication

Strong organizational and multitasking abilities

Problem-solving and conflict resolution

Leadership and teamwork

Attention to detail

Customer-focused mindset Behavioural Competencies

Positive and professional attitude

Friendly and approachable

Calm under pressure

Flexible and adaptable

Proactive and self-motivated

Results-oriented

High integrity and accountability

Strong sense of ownership

Pay: AED4,000.00 - AED4,800.00 per month

Work Location: In person