JOB SUMMARY
The Events Specialist - Restaurant Vendor Management is responsible for coordinating all aspects of restaurant-based corporate events. This role specializes in managing relationships with restaurant vendors, negotiating contracts, coordinating event logistics, and ensuring seamless execution of dinners, lunches, team celebrations, client entertainment, and corporate gatherings held at external dining venues.
- KEY RESPONSIBILITIES
2.1 Restaurant Vendor Management
- Identify, evaluate, and maintain a network of quality restaurant partners across Cairo and key cities
- Develop and maintain relationships with restaurant managers, sales teams, and kitchen staff
- Conduct site visits and tastings to assess restaurant capabilities, food quality, service standards, and ambiance
- Negotiate contracts, pricing, terms, and service agreements with restaurant vendors
- Maintain vendor database with pricing, menus, capacity, cuisine types, and contact information
- Qualify restaurants for different event types (formal dinners, team celebrations, client entertainment, training sessions)
- Conduct quarterly vendor reviews and performance evaluations
- Address vendor issues and complaints promptly and professionally
2.2 Event Planning & Coordination
- Manage end-to-end planning of restaurant-based events (venue selection, booking, menu planning, timeline)
- Handle all logistics: date/time confirmations, headcount management, seating arrangements, timing coordination
- Coordinate with internal stakeholders (HR, Finance, Communications) to understand event objectives and requirements
- Develop event briefs with restaurant partners including: headcount, dietary requirements, timing, theme, setup requirements
- Manage registration, invitations, and headcount tracking with restaurants
- Conduct pre-event coordination meetings with restaurant management
2.3 Budget & Vendor Management
- Manage event budgets and negotiate best rates within approved spending limits
- Obtain competitive quotes from multiple restaurants for each event
- Process invoices, track expenses, and ensure all costs are coded correctly
- Identify cost-saving opportunities without compromising quality
- Maintain detailed budget tracking and reporting for each event
- Prepare budget variance reports and recommendations
- Ensure all vendor agreements are documented and filed appropriately
- REQUIRED QUALIFICATIONS
MUST HAVE PREVIOUS EXPERIENCE IN PHARMACEUTICAL COMPANIES
- Bachelor's degree in Business Administration, Events Management, Hospitality, or related field.
- Minimum 2-3 years of events planning experience, with focus on venue/restaurant coordination.
- Strong knowledge of Cairo restaurant landscape and venue options across different cuisines and price points.
- Proven experience negotiating contracts and managing vendor relationships.
- Excellent communication and interpersonal skills (Arabic and English fluent).
- Strong organizational and project management abilities.
- Ability to manage multiple events simultaneously and meet tight deadlines.
- Detail-oriented with strong attention to quality and accuracy.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint).
- Valid driver's license and ability to travel for site visits and event attendance.
- Flexibility to work occasional evenings/weekends as events require.
