Administration Coordinator (Female, Living In UAE)


113 days ago

Job details

To provide administrative support to the entire team and to act as the communication link between the London team and its clients / service providers to ensure an accurate and efficient running of the ;


Contract and invoice administration

Adding companies in to CRM and creating Orders once London sends contracts

Process and follow up each ;

Checking floor plan against the contracts to make sure allocated space sqm and type are the ;

Set up template letters for invoicing, payment chasing, cancellations ;

Follow up each invoice sent out, check that the client has received the invoice and confirm the payment procedures from the individual ;

E-mail invoice with welcome letter explaining all necessary basic proceedings and deadlines ( marketing, technical, travel and freight, etc info and deadlines)

Keep on top of all collections and chase any late ;

Create or use London's template (depending on the show) an up-to-date spreadsheet containing the clients' contacts, contract, financial, and orders coming through marketing ;

General administration

Prepare Event set-up forms for each show and make sure they are approved and signed off if ;

CRM event set up if necessary

To provide whatever administrative support is necessary to ensure the smooth running of the ;


Deal with queries from contracted clients & agents, London office, ;

Liaise with technical department and send regular exhibitor lists to ITE suppliers (ie; Official Corporate Travel, Freight Agent and Stand Contractor) and build a good and trusting ;

Providing London Account with floor plan audit templates by set deadlines

Communicate any criticism or feedback from exhibitors to management


Send out Marketing/Exhibitor Manual, in consultation with ITE London office, with show information, forms to be returned as well as promoting other services such as advertising and ;

Provide international clients with basic knowledge of the ;

Collate all advertisements and company descriptions to be entered into the official show ;

Gathering Exhibitor Badges names (& Gate passes list only for Moscow Expocentre shows) in the template provided by London

Planning & Logistic

Create a diary of duties and deadlines to ensure that each task is achieved in due ;

London's Final Check List to be sent out to all clients as a reminder (min. 3-4 weeks prior to the event) to check that all travel, visa, freight arrangements etc. have been made and that they know every detail required for the ;

Making sure all catalogue deadlines are met and send catalogue database to London

Proof-read of all print material and liaise with London to ensure the material is ready before the ;

Send out regular show updates to suppliers ( freight forwarders, travel agents) and the relevant overseas ;

Send out the visitor's tickets if applicable

Ensure that all the materials that are needed for the show on-site are sent on time. Liaise with London for ;

Technical support

Send the stand numbers to the ;

Inform the Technical Department when there are amendments or ;

Once received the confirmed floor plans from London, archive the floor plans for each show and venue, including any amended ;

On-site if the travel is required

Create a diary of duties and responsibilities for the people involved in the event on-site, get it signed off by the Manager

Familiarise yourself with venue & your duties and responsibilities on-site and ensure a smooth running of your ;

Assist the team on-site to ensure wherever you can to ensure a smooth running of the ;


Keep a guard file for each ;

To carry out various ad hoc duties as ;



Excellent communication and organisational skills

Fluent English verbal and written


Customer focused

Ability to solve problems

Able to juggle several tasks and deliver under pressure


Team Player


Ability to work on own initiative

Confident in dealing with people at all levels

'Can-do' and proactive attitude


A good knowledge of PC packages such as Excel, Word, ;

Some knowledge of the exhibition industry would be desirable


Experience in an office ;

Experience in coordinating conferences/events

Personal circumstances

Willing to travel overseas if required

Only candidates present in UAE should apply