Coordinator - Musical (Temporary Contract)

A musical show with involvement of world-renowned creatives will be showcased in Expo City Al Wasl Plaza. This role requires working with various stakeholders both within and outside Expo City for the show.

The main responsibilities for this role include:

Musical

• Initiate procurement requirements by understanding the requirement, raising purchase requisitions, Project approval forms, transfers and ensuring purchase order is released on time
• Liaise with Line Manager to ensure budget is available prior to any purchase requisitions
• Ensure timely follow ups with the relevant teams for
• Purchase Order processing and approvals
• Prepare Director General Signature request forms as and when required depending on the requirement and ensure signature and approval is obtained on time
• Track contract and/or purchase orders and ensure team and vendor are aligned with the terms and conditions and any renewals or extension arrangements are completed well in advance
• Highlight and inform Line Manager on any discrepancies between the invoice and contract and ensure mitigating actions are in place
• In close coordination with Line Manager, prepare acceptance certificate and ensure signatures are received on time and have the necessary supporting documents for payment processing
• Liaise with Production Cost Manager to review and validate invoice and ensure approvals from Line Manager or relevant stakeholders are obtained
• Generate service entry sheet on every validated and approved invoice and ensure follow up with relevant approvers to ensure timely release of payment/s

General Administration and Coordination

• Organize and maintain detailed archive of all relevant documentation ensuring supporting documentation is updated, distributed and ready for each appointment
• Provide day to day paperwork requirement assistance to the team when required, coordinating with Business Support team to arrange the needful
• Draft letters, correspondence and other required documents including developing presentations and reports as requested by Line Manager
• Liaise with other departments acting as a secondary point of contact for musical related HR, Finance, Contracts and Procurement requirements
• Manage and keep a track of all Musical payments in close coordination with the Coordinator - PMO, Finance Manager and Accounts Payable team
• Work closely with Line Manager to be up-to-date with any payment or procurement related information
  Coordinate with Administrator for security and accreditation for external visitor, VIPs, staff and vehicle passes are arranged
• Coordinate with Administrator Fleet team for any external visitor and VIP logistical requirements
• Coordinate with Administrator to arrange any logistical and/or travel requirement from the department or any VIP
• Manage invite/guest list for any show runs and ensure invites are sent on timely basis and ensure tracker is updated and Line Manager is informed
• Establish effective and proactive relationships within the team and internal stakeholders

2-4 years of experience in administration as well as:

• Bachelor’s degree holder
• Experience in hospitality and event industry
• Transparency, integrity and honesty
• Flexible, resilient and positive through organizational growth and change
• Excellent communications skills
• Must be able to work in a fast paced and pressurized environment