F&B Coordinator (Freelance)

Role Overview

Event and Administrative Responsibilities

• Support pre-, during-, and post-event administration, including schedules and staffing plans.
• Prepare accreditation allocations for F&B team members, vendors, contractors, and setup staff.
• Coordinate event manning requirements with external staffing providers.
• Prepare staff meal requests at least 24 hours in advance and maintain meal trackers.
• Submit POS and power requirements to Facilities Management at least 48 hours before each event.
• Process purchase requests, purchase orders, invoices, and other Business Central transactions.
• Update F&B rosters in HRMS for shifts, work-off days, work-from-home requests, and annual leave.

Inventory, Culinary, and Compliance

• Support ordering, receiving, and storing processes across F&B operations.
• Ensure goods are ordered to approved requirements, received against correct documents, and stored correctly.
• Support Culinary data entry and stock count reconciliation preparation.
• Maintain recipes, product specifications, standard operating procedures, compliance records, checklists, and logs.
• Monitor daily, weekly, and monthly food safety records and report overdue or incomplete items.
• Manage IoT temperature monitoring across chillers, freezers, and storage areas.

Vendors and Facilities

• Coordinate kitchen equipment maintenance with Culinary, Facilities Management, and service providers.
• Verify that contractors and suppliers have valid work permits before work starts.
• Prepare and process NOC documents for third-party catering vendors in line with venue and Dubai Municipality requirements.
• Coordinate vendor vehicle access forms for restricted areas and loading docks with Security.
• Maintain backstage quotation templates and records for catering and related F&B services.

Qualifications and Experience

• At least 2-3 years of experience in a similar role.
• Relevant experience in administration, coordination, hospitality, F&B, events, catering, culinary administration, or hotel operations is preferred.
• Knowledge of food safety documentation, HACCP, Dubai Municipality compliance, inventory processes, and F&B systems is preferred.
• Experience with HRMS, Business Central, Venue Ops, or similar systems is advantageous.
• Good knowledge of Microsoft Office, especially Excel and Outlook.

Skills and Personal Qualities

• Excellent oral and written communication skills and fluent English; Arabic is a plus.
• Strong administrative, coordination, follow-up, stakeholder management, and documentation skills.
• Ability to manage multiple event deadlines, work under pressure, and meet deadlines.
• The role is under a freelancer agreement and requires the candidate to have their own visa or sponsorship.