Groups & Events Coordinator

Swissotel Al Ghurair & Swissotel Living Al Ghurair Hotel is a 620-room-and-suite upper upscale property. Catering for both business and leisure clientele. The hotel is located in Deira in the heart of Dubai and within easy reach of major tourist landmarks, leisure destinations and city services. It is linked to the Al Ghurair Shopping Centre, only 3 stops away on the Dubai Metro from the Dubai World Trade Centre and a 10-minute drive from Dubai International Airport.

As a Groups & Events Coordinator, you will be responsible for the seamless planning, coordination, and execution of events and group bookings at Swissôtel Al Ghurair. This role demands a proactive, detail-focused professional who excels in a dynamic, fast-paced environment and consistently goes above and beyond to meet and exceed guest and client expectations.

What is in it for you:

• Employee benefit card offering discounted rates in Accor worldwide
• Learning programs through our Academies and the opportunity to earn qualifications while you work
• Opportunity to develop your talent and grow within your property and across the world
  Ability to make a difference in the local community through our Environmental Social and Governance activities.

What you will be doing:

Key Responsibilities:

Event Coordination:

• Learning programs through our Academies and the opportunity to earn qualifications while you work
• Oversee the planning and coordination of group bookings and events, including meetings, conferences, social gatherings, and special events.
• Liaise with clients to understand event requirements and offer solutions to ensure their expectations are met.
• Create and manage event timelines, vendor coordination, room setups, and other logistical needs.
• Maintain a strong knowledge of event space availability and floor plans.
• Ensure smooth execution of events on the day of, troubleshooting issues as they arise.

Client Relationship Management:

• Serve as the main point of contact for clients from the initial inquiry through to the event's completion.
• Build and maintain strong relationships with corporate clients, event planners, and external suppliers.
• Ensure excellent communication with clients to understand their needs and ensure total satisfaction with services offered.

Operational & Event Administration

• Manage Opera blockings for Groups & Events, ensuring correct inventory control and release management.
• Handle event permits and regulatory requirements (e.g., DTCM approvals) where applicable.
• Support internal and external event handling, ensuring all operational details are captured and executed accurately.
• Assist with signage coordination (digital and manual) and ensure correct event information is displayed.
• Prepare and send event proposals, contracts, and quotations in a timely manner.
• Follow up with clients post-event to gather feedback and explore future event opportunities.

Administrative Tasks:

• Maintain an organized database of event bookings and contracts.
• Track event expenses, revenue, and ensure that billing and invoicing are processed accurately and efficiently.
• Assist with administrative tasks as required, including preparing reports and ensuring compliance with hotel standards.

Collaboration:

• Work closely with various departments (Food & Beverage, Housekeeping, Front Office, AV, etc.) to ensure all event details are clearly communicated and executed.
• Coordinate with the team to ensure high standards of service delivery for all events.

Sales Reporting & Systems Management 

• Ensure timely and accurate preparation, updating, and distribution of all sales-related reports for Groups, Events, and managed Sales Segments, including but not limited to:
  • BEOs, CIS, Site Inspection reports
  • Group blocks, rooming lists, and pickup reports
  • Revenue dashboards and post-event performance summaries
• Maintain daily, weekly, and monthly reporting accuracy across all relevant systems (Opera, ANAIS, ALL Accor platforms, and internal trackers).
• In liaison with Director of Sales, to ensure data integrity, consistency, and professional presentation of reports shared with Management, Revenue, and Finance.
• Coordinate closely with Revenue Management to ensure correct segmentation, rate loading, and production tracking for Groups & Events business.
• Maintain and update telephone directories, sales trackers, and internal databases as required.

Contracts, Billing & Financial Follow-Up

• Prepare, raise, and follow up on group and event contracts, ensuring timely signatures and compliance with hotel policies.
• Coordinate credit approvals, deposits, pre-payments, and final billing, in collaboration with Finance and Credit teams.
• Ensure accurate processing of invoices (pre-event and post-event) and follow up on outstanding balances.
• Maintain proper documentation for signed contracts, payment proofs, and event permits.

• A diploma or degree in Hospitality, Event Management, or a related field is preferred.
• Previous experience in event coordination, group sales, or a similar hospitality role is preferred.
• Experience in a luxury hotel environment is a plus.

Skills and Attributes:

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• High attention to detail and ability to manage multiple tasks simultaneously.
• Proficient in MS Office (Word, Excel, PowerPoint) and event management software (e.g., Opera, Onex, FutureLog, etc.).
• Fluent in English; knowledge of additional languages is an advantage.
• Ability to work under pressure and handle stressful situations

Visa requirements:

Please note that you must be eligible to live and work in Dubai. Swissotel Al Ghurair & Swissotel Living Al Ghurair will cover visa costs and flights for selected candidates from place of origin.

Our commitment to Diversity & Inclusion:

We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

Why work for Accor?

Guided by our purpose “Pioneering the Art of Responsible Hospitality, Connecting Cultures, with Heartfelt Care.” we empower every team member to bring their passion and creativity to life.

At Accor, we believe that hospitality is a work of heart. We understand the ways in which individual passion for our work and a shared sense of accomplishment create a more rewarding experience for our guests. We foster this culture through a diverse and inclusive workplace that values the contribution of each and every member of our team. We are committed to taking positive action in terms of business ethics and integrity, responsible tourism, sustainable development, community outreach, and diversity and inclusion. With an expansive portfolio of iconic hotels and brands, Accor offers boundless opportunities for career advancement and professional development across the globe. 

Joining the team where you can be all you are, grow and create your path, work with purpose, and enjoy and feel valued.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit  https://careers.accor.com/

Do what you love, care for the world, dare to challenge the status quo! #HOSPITALITY IS A WORK OF HEART