Conference and Events Coordinator

Conference and Events Coordinator (21254) Rare finds is a collection of extraordinary resorts rooted in their destination and shaped by its people. Each destination celebrates the stories, culture and character of its surroundings, creating meanigful experiences that could only exist in that place. Set alongside Dubai's iconic Meydan Racecourse, The Meydan Hotel is a disctinctive expression of the city's passion for equestrian heritage, ambition and sepctacle. Rooted in a legacy of racing and shapred by the energy of modern Dubai, the hotel brings guest closer to a world of tradition, sport and shared celebration. From the excitement of race day to the unique rhythm of life around the track, every stay reveals another side of Dubai's character and culture. Job Summary The Conference & Events Coordinator is responsible for managing the day-to-day operations of the Office Reception and Meeting Facilities, serving as the primary point of contact for visitors, tenants, clients, and guests. The role oversees meeting room reservations, reception services, and the coordination of meetings, conferences, and events, always ensuring a seamless and professional experience. Working closely with The Meydan Hotel and internal stakeholders, the coordinator facilitates communication, manages client requirements, coordinates event-related arrangements, and ensures all operational and administrative activities are executed efficiently. The position plays a key role in maintaining high service standards, optimizing facility utilization, and enhancing client and guest satisfaction through exceptional hospitality and attention to detail. Key Responsibilities - Welcome, host, and assist Office clients, visitors, and stakeholders, always ensuring professional and exceptional customer experience. - Serve as the primary point of contact at the Reception Desk, managing visitor arrivals and directing guests to the appropriate meeting venues or representatives. - Control and monitor visitor access to the offices. - Manage daily meeting room reservations, schedules, and allocations to maximize utilization and prevent booking conflicts. - Coordinate meeting room setups, catering requests, audiovisual requirements, and special arrangements with hotel operational departments. - Act as the key liaison between Offices and hotel departments, including Conference & Events, Banquets, Culinary, Housekeeping, Engineering, Security, and IT, Front Office. - Ensure all meeting and event requirements are communicated accurately and executed according to client expectations. - Monitor meeting room readiness and conduct regular inspections to ensure presentation and functionality standards are maintained. - Handle incoming telephone calls, emails, and correspondence related to meeting bookings and client requests. - Assist in organizing internal meetings, prepare meeting schedules, daily activity reports, and administrative documentation as required. - Escalate operational issues, facility concerns, or guest complaints to the relevant department and ensure timely follow-up and resolution. - Always maintain a professional, organized, and welcoming reception environment. - Build and maintain strong relationships with Office stakeholders, visitors, and hotel operational teams. - Ensure compliance with company policies, health and safety procedures, and confidentiality requirements Operational & Administrative Responsibilities - Ensure compliance with hotel policies, procedures, and brand standards - Maintain high standards of professionalism, grooming, and communication - Support guest relations to ensure a seamless and positive experience - Follow emergency procedures and operational guidelines - Perform additional duties as required by management Skills, Experience & Educational Requirements - Diploma or degree in Hospitality, Business Administration, or related field preferred - Minimum 2–3 years’ experience in a similar role, preferably within hospitality - Strong organizational and administrative skills - Proficiency in Microsoft Office (Word, Excel, PowerPoint) - Excellent communication and interpersonal skills - Ability to multitask and work under pressure - Professional, proactive, and detail-oriented approach Our company is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, innovative, inclusive, and inspiring in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.