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Open nowFirst seen 6 hours ago

Event Coordinator

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The clock on this job

Early applications get read.

11.5% of postings close within 7 days. Measured by our own scanner across the market. My postings stay open a median of 1 days.

Share of postings closed within
  1. 2.0%1 day
  2. 4.3%3 days
  3. 11.5%7 days
  4. 18.1%14 days
  5. 35.6%30 days
  6. 44.6%60 days
This job: first seen 6 hours ago

My median: 1 days open

The posting

Job Purpose

The Event Coordinator manages the end-to-end planning, logistics and on-site execution of the client's events, launches and institutional activities.

This position is dedicated to one of Galaxy Way's key institutional client accounts and works day to day alongside the client's marketing team in Muscat. The role coordinates event coverage, manages crew scheduling and liaises with internal teams.

The successful candidate will make sure every event is delivered and documented to a professional standard, from the first checklist to the final post-event report.

Key Responsibilities

1. Event Planning

  • Plan events, launches and institutional activities from brief to close-out.
  • Prepare event timelines, checklists, run sheets and operational plans.
  • Conduct site visits and venue checks with the relevant teams.
  • Track dependencies, approvals and risks, and prepare contingency plans.

2. Logistics and Suppliers

  • Coordinate logistics including venues, set-up, branding, AV, transport and hospitality.
  • Liaise with suppliers to confirm scope, timings and readiness.
  • Track bookings, deliveries and supplier commitments against the plan.

3. Crew and Coverage

  • Manage crew scheduling and briefings for every event.
  • Coordinate event photography and video coverage against the agreed shot list.
  • Make sure all key moments are captured and delivered on time.

4. On-site Execution

  • Lead on-site coordination on event days, from set-up to dismantling.
  • Keep all teams working from the latest run sheet.
  • Resolve operational issues calmly and escalate quickly when needed.
  • Follow venue rules, health and safety requirements and client protocols.

5. Documentation and Reporting

  • Collect and organise all event coverage and documentation.
  • Prepare post-event reports with lessons learned and recommendations.
  • Maintain reusable checklists and templates for future events.

Required Experience

  • Minimum of 3 years of experience in event coordination or event operations.
  • Hands-on experience delivering events on-site, including crew and supplier coordination.
  • Experience coordinating event photography and video coverage.
  • Experience with corporate, government or institutional events and launches is an advantage.
  • Familiarity with event suppliers and venues in Oman is an advantage.

Qualifications

  • Bachelor's degree or diploma in Event Management, Hospitality, Marketing, Business or a related field, or equivalent professional experience.
  • Good written and spoken English; Arabic is a strong advantage.
  • Proficiency in Microsoft Word, Excel and PowerPoint.
  • A valid driving licence is an advantage.
  • Ability to work evenings, weekends and extended hours when event schedules require.

Required Skills and Competencies

  • Event planning and logistics
  • Scheduling and crew coordination
  • Supplier liaison
  • Calm problem-solving under pressure
  • Attention to detail
  • Clear on-site communication
  • Documentation and reporting

AI Skills (Required)

Galaxy Way expects every team member to use AI tools professionally and responsibly. Uses AI tools to prepare checklists, run sheets, schedules and post-event reports faster, and checks every output for accuracy before it is used.

Key Performance Indicators

Performance will be evaluated based on:

  • Events delivered on time and to the agreed scope
  • Readiness of each event before doors open
  • Number of operational issues on event day
  • Completeness and timeliness of coverage and post-event reports
  • Client and internal team satisfaction

Ideal Candidate Profile

The ideal candidate is a practical, energetic and highly organised event professional who thrives on event days, keeps calm when plans change, and leaves every event properly documented.

How to Apply

Apply through the Galaxy Way careers page using the Apply button on this job. Upload your CV and, in the Short Introduction field, answer the application questions below. Applications without answers to the application questions may not be reviewed. Include a short summary of two events you helped deliver: the event type, your responsibilities, the teams you coordinated and one operational challenge you resolved.

Application Questions

Please answer each question in the Short Introduction field of the application form:

  1. How many years of professional event coordination or event operations experience do you have?
  2. Have you managed on-site event execution, including crew scheduling and supplier coordination?
  3. Have you coordinated event photography or video coverage and post-event documentation?
  4. Have you delivered corporate, government or institutional events in Oman or the GCC?
  5. Are you available to work evenings, weekends and extended hours when event schedules require?
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