Transguard Group was established in 2001 and has diversified significantly, we lead in the fields of Cash Services, Security Services, Manpower Services, Facilities Management & Aviation. Transguard Group is the UAE\xe2\x80\x99s most trusted business support and outsourcing provider and has a large, dynamic and culturally diverse workforce with 50,000 employees! We are currently recruiting for a Coordinator \xe2\x80\x93 Dubai Airshow and Activations for our trusted client to be based out of their office in Dubai.

Purpose-

This role will provide administration support to Officer \xe2\x80\x93 Advertising & Marketing for the Dubai Airshow Project and on-ground activations, including but not limited to Brand & Communications department. Coordinate with Dubai Airshow project team for the day-to-day project activities and act as runner for external tasks. Support the department for their budget related activities.

The job holder should support in the set-up of meeting and events related activities for Airshow, Dubai Airshow Gala Dinner, Corporate Chalet, on-ground activations & video production activities and works closely with the other units.

Responsibility-

• Provide support to ensure successful delivery of Airshow and Airshow Gala Dinner.
• Maintain and update weekly project schedule and ensure to follow office workflow procedures to maximum efficiency.
• Assist in the raising the procurements requests on the systems.
• Perform basic bookkeeping activities and update the budget utilization reports.
• Support with suppliers\xe2\x80\x99 site works, logistics, and deliveries for Airshow and Airshow Gala Dinner.
• Coordinates externally with suppliers, stakeholders for delivery of material and distribution.
• Assists with packing of collaterals and materials for Dubai Airshow and Dubai Airshow Gala Dinner.
• Assist in organizing and arranging the project board meetings.
• Support the team for their weekly and monthly meetings with internal units and external stakeholders by managing schedules, calendars, and appointments.
• Serve as a point of contact and liaison for the attendees of the meetings, coordinate their access to office and provide general support.
• Prepare (physical and electronical) archives of all the documents and correspondence in the assigned platforms.

Provide on-ground support to Brand and Communications team with any activations, filming, and photo shoots. * Ensure all the HSSE and safety guidelines are followed.

• Assist and provides support to other team members within Brand & Communications in organizing documents required for filming permits and Airport pass applications when required.
• Transport the equipment to different locations and ensure they are returned in perfect condition.
• Supports the brand team supervise any activations, installations and site works if and when required.
• Coordinate with suppliers for logistics required for the activations and arrange meetings.
• Prepare reports and update archives.
• Support in maintaining and updating budget utilization reports.
• Coordinates directly with Finance to check for supplier payment status and follows against the list provided for payments an updated payment report monthly.
• Coordinates and follow up with suppliers\xe2\x80\x99 invoices for correct submission on the online portal.
• Track the Work Completion Certificates and ensure all the invoices are posted in the system.
• Support in the yearly financial closing of the unit.

Skills

• The job holder should have extensive experience providing administrative support in a dynamic, fast paced environment.
• Experience in distribution management, archives, and financial bookkeeping.
• The job holder must also have confidentiality, tact and discretion when dealing with internal and external Airshow stakeholders.
• Expert in MS Office, including Word, Excel, PowerPoint, and Outlook.
• Experience in stock management, distribution, inventory, and ledger management.
• Excellent time-management, able to work under pressure and follow instruction.
• Expert in MS Office, including Word, Excel, PowerPoint, and Outlook.
• Experience in stock management, distribution, inventory, and ledger management.
• Excellent time-management, able to work under pressure and follow instruction.

Transguard Group