Careers

  • Customer Care Executive Cum Secretary – INDEX Holding – Abu Dhabi Branch

    General Summary or Job Objective

    Customer Care Executive / Secretary will be the key contact person representative between INDEX Holding Dubai and Abu Dhabi Branch.

    You will Receive all visitors and phone calls and act as the first point of contact for individuals contacting or entering the premises, in such a way that positively affects the customer’s called or visit experience. Provide general clerical backup in line with INDEX Holding FZ LLC’s strategic plan, vision, mission, values goals and objectives.

    Essential Functions

    • Screen, assess and refer individual inquiries to their destination.
    • Take down and deliver messages accurately and in a timely fashion.
    • Greet customers and visitors to the premises, answering questions, announcing calls or providing directions.
    • Able to respond to queries in a positive, pleasant, helpful and open manner.
    • Organize and prioritize work, work independently, and multi task.
    • Receive, sort and distribute incoming mail.
    • Liaise with various dispatchers to ensure the timely delivery of documents and invitations.
    • Ensure the prompt delivery of certificates to conference attendants.
    • Keep up to date information regarding the various events and happening at INDEX
    • Perform general backup clerical support whenever needed
    • Perform other related duties as required
    • Maintains cleanliness and appearance of reception area
    • Able to work as a team player in a changing and growing environment
    • Adhere to the INDEX Conferences & Exhibitions Org Est.’s rules and regulations; written or implied and any changes or introductions, which may vary from time to time as deemed appropriate

     

    Qualifications and Experience

    • Effective organizational, communication and interpersonal skills
    • Excellent communication (verbal and listening) on phone and in person
    • Pleasant phone voice with proper grammar spoken
    • Ability to work with a variety of individuals including clients, employees and applicants
    • Microsoft Office Skills – Excel, Word, Outlook
    • Ability to multi-task and change directives quickly
    • Ability to work effectively in a fast paced office environment is essential
    • Work with frequent interruptions
    • Patience and endurance to sit behind a desk for all day
    • Bachelor’s Degree in any subject is preferred
    • Strong written and verbal communication skills
    • Strong interpersonal skills especially working with clients via phone and email
    • Strong attention to detail and excellent follow-through skills
    • Strong Microsoft Office, Excel, and Word skills
    • Positive attitude and high performer
    • Ability to learn and use business software’s quickly
    • Ability to work in a fast paced environment with changing deadlines and priorities

    To apply send CV to hr@index.ae

  • Business Development Executive – INDEX Conferences & Exhibitions

    General Summary or Job Objective

    The selected candidate will be having two to three years experience in the field of Exhibitions and Events. He/she will manage various clients’ portfolios, responsible for sale activities and follow up, as well as the development of new revenue streams for INDEX Conferences and Exhibitions Org. Est, in line with INDEX Holding’s strategic plan, vision, mission, values goals and objectives.

    • Essential Functions
    • Achieve sales targets as defined by management of INDEX Conferences and Exhibitions Org. Est
    • Establish and maintain strong client relationships through regular close contact account management; which will include regular face to face meetings, telephone, mail and email communication
    • Proactively seek new ways to increase the services offered to existing client and increase the income generated
    • Source and develop new business opportunities, through one’s own initiative and with the support and direction of management
    • Follow up, support and action any potential new business clients as directed by Management
    • Cold call prospective new business customers on a regular basis
    • Retain portfolio of clients
    • Manage sales opportunities in a structured and documented fashion
    • Work closely with the project team in order to maintain a continuous knowledge of project status and to identify potential issues and or opportunities within or related to the project
    • Communicate and coordinate appropriate account details to various teams and subcontractors in a timely fashion as per the policies and procedures to ensure client’s needs are known and dully met
    • Respond to requests from the client in an efficient and timely manner
    • Manage the sales process from initial opportunity through to the securing of the client purchase order and collection up to ensuring successful delivery, and after event service
    • Issue invoices accurately and in a timely manner
    • Collect dues in a timely manner
    • Prepare and present periodic progress reports to Management

     

    Qualifications and Experience

    • Absolute understanding of the sales process
    • Strong understanding of the scientific content of each exhibition
    • Committed to teamwork and account results
    • Strong motivation and a positive approach to researching and analyzing new business opportunities
    • Strong, day to day, client management skills and ability to keep promises
    • Passionate customer focused attitude
    • Strong communication skills in all disciplines including written, oral, email and presenting
    • Strong negotiation and rapport building skills
    • Idea generator, self starter and ability to think outside the box
    • Confidence in presenting exhibition related information to clients
    • Ability to cope with competing demands, to prioritize tasks and to manage time effectively
    • Strong organizational skills
    • A positive attitude to dealing with people
    • Capable of hands on problem-solving, with ability to generate ideas and solutions
    • Willingness to work extra hours to complete tasks and meet goals and targets
    • Willingness to go the extra mile to support the team, the customer and the event

     

    To apply send CV to hr@index.ae

  • Marketing Executive – INDEX Conferences & Exhibitions

    General Summary or Job Objective

    The selected candidate will be having one to two years experience in the field of Exhibitions and Events. He or she will maintain a relevant database of potential and existing candidates and manage the registration process of various events in an effective and efficient manner, in line with INDEX Holding’s strategic plan, vision, mission, values goals and objectives.


    Essential Functions

    • Mine new data as per the requested event profile and targets set
    • Verify data relevancy and validity
    • Update and maintain current internal database pool
    • Market and promote events to attract attendees to conferences and workshops and to attract trade visitors to the exhibitions, utilizing all means available; fax, telephone, social media, email etc…
    • Respond to registrants enquiries via all types of contacts; phone, fax, email, or in person
    • Provide information regarding events in a comprehensive informative manner i.e., general information regarding the session, visa information, schedule of events
    • Register, verifying identity of; participants, visitors and speakers to any event either on a pre-registered basis or on site
    • Handle collection and accounting of registration fees
    • Process confirmation via email, mail and fax
    • Process conference reminders via email, mail and fax
    • Enter registrations received into the internal database
    • Issues relevant badges for the conference
    • Prepare, issue and mail certificates of attendance in a timely manner
    • Activate and manage B2B schedule and meetings
    • Support board meetings
    • Up-sell  service products to clients
    • Review and contribute to website content


    Qualifications and Experience

    • University degree holder with one to two years experience in the field of Exhibitions and Events
    • Absolute understanding of the sales process
    • Strong understanding of the scientific content of each exhibition
    • Committed to teamwork and account results
    • Strong motivation and a positive approach to researching and analyzing new business opportunities
    • Strong, day to day, client management skills and ability to keep promises
    • Passionate customer focused attitude
    • Strong communication skills in all disciplines including written, oral, email and presenting
    • Strong negotiation and rapport building skills
    • Idea generator, self starter and ability to think outside the box
    • Confidence in presenting exhibition related information to clients
    • Ability to cope with competing demands, to prioritize tasks and to manage time effectively
    • Strong organizational skills
    • A positive attitude to dealing with people
    • Capable of hands on problem-solving, with ability to generate ideas and solutions

     

    To apply send CV to hr@index.ae

     

  • Operations Manager – INDEX Conferences & Exhibitions – Total (Preferred UAE Nationals)

    General Summary or Job Objective

    An Operations Manager undertakes and coordinates all the operational tasks associated with the event working effectively with a diverse range of individuals and groups to ensure the smooth running of the assigned event in line with INDEX Holding’s strategic plan, vision, mission, values goals and objectives


    Essential Functions

    Event Planning and Production:

    • Prepare plans and develop timetables with set deadlines in accordance with the project management process adopted by INDEX for the various event related activities
    • Execute and coordinate all assigned areas of project management activity
    • Coordinate the day to day activities of the event
    • Interact closely and effectively with other departments and teams including the Project Manager, ensuring being briefed fully and correctly in all aspects
    • Interact closely and clearly with other team members to monitor the progress of these activities, and their completion
    • Assist other departments and teams to ensure the timely completion of these activities
    • Maintain an ongoing progress report and produce periodic status reports of the event
    • Attend to all stakeholders expectations by communicating through meetings, verbal, written and email forms
    • Respond to requests from the client in an efficient and timely manner
    • Actively seek to increase the income generated by the event in conjunction with the Project Manager, closely monitoring and actively reducing expenses.

    Event Administration:

    • Able to use own initiative in identifying, addressing and resolving day to day issues and challenges
    • Able to work appropriate hours to complete tasks and meet goals
    • Be the client advocate; ensure all issues and changes are met by the team
    • Research and develop event profile, identifying market leads and presenting these to the team and management.

     

    Qualifications and Experience

    • Desired Candidate should be UAE National (Emirati)
    • University degree holder in Business or Management studies
    • Ability to work with a variety of individuals, including clients, colleagues and applicant
    • Ability to work effectively in a fast paced office environment is essential.
    • Well organized with an eye and attention for details
    • Good working knowledge of Microsoft Word and Excel, able to use email and internet effectively
    • Excellent Arabic and English
    • Candidate should be able to communicate clearly & concisely by phone & e-mail.
    • Should have the ability to promptly respond to inquiries

     

    To apply send CV to hr@index.ae

     

  • Graphic Designer – INDEX Conferences & Exhibitions – TOTAL

    General Summary or Job Objective

    Here is a chance to show your creativity and bring it into work! You will design and create high-quality materials to meet specific requirements on a variety of products, including exhibitions, websites, Catalogs and corporate identity etc. The candidate will work closely with the Project Manager of INDEX Total team at INDEX Conferences & Exhibitions – a subsidiary company of INDEX Holding FZ LLC.

    Essential Functions

    • Liaise with project managers and team members to discuss objectives, requirements and reasonable deadlines for the job, interpret their needs and develop a concept to suit their purposes
    • Prepare illustrations, rough sketches or layout designs of material, discuss with supervisor and be prepared to make the necessary changes
    • Conceptualize, design, and produce ready to print reports, posters, brochures, booklets, magazines, displays, and promotional materials such as flyers, logos along with the suitable dummy
    • Import word processing files into electronically-designed page layouts
    • Think creatively to produce new ideas and concepts
    • Produce technical and scientific illustrations for publication
    • Edit images using various graphics software, digital cameras and scanners
    • Manage more than one design brief at a time, allocating the relevant amount of time while meeting the constraints of cost and time
    • Proofread and edit text to produce accurate and high quality work
    • Work well in a team, with other designers, account managers, and website designers
    • Work to tight deadlines by managing time effectively

    Qualifications and Experience

    • BA in Graphic Design, Visual Communications, Computer Graphics, Multimedia, or Illustration
    • Two years experience in a related field
    • Demonstrated excellence in graphic design skills and a high degree of innovation through a professional portfolio
    • Proficient with Macintosh computers in an OSX environment using some or all of the following: Adobe Photoshop, Adobe Illustrator, Adobe InDesign; Microsoft PowerPoint; Macromedia Dreamweaver, Fireworks, Flash, QuarkXPress; and Directo
    • Excellent analytical thinking and creative problem solving skills
    • Able to use computer vector graphics and photo retouching and editing software
    • Strong interpersonal and customer service skills and the ability to effectively communicate with a wide range of individuals
    • Able to function effectively as part of a multidisciplinary team
    • The stamina to produce high-quality graphics in a fast-paced deadline driven work environment
    • Able to quickly learn and integrate new tools and technologies to meet job needs
    • Strong organizational skills and ability to handle multiple tasks under tight deadlines
    • Strong typography skills, as well as the ability to scan, manipulate, and prepare artwork for required job
    • Excellent verbal and written communication skills, including proofing, grammar and spelling

     

    To apply send CV to hr@index.ae

  • Hospitality Marketing Coordinator – INDEX Shared Services

    General Summary or Job Objective

    Responsible for creating and delivering marketing ideas and activities. Concepts and creates marketing materials and ensures company messages are consistent with an effective and efficient manner, in line with Index Holding’s strategic plan, vision, mission, values goals and objectives.

     

    Essential Functions

    • To assist and develop a marketing plan and strategy for the Hospitality Services Department
    • Assisting team members with day to day marketing tasks and coordinating marketing projects and activities as requested.
    • Track competitor activity by keeping abreast of market changes and the marketing mix used by competitors
    • Assist participants, exhibitors, speakers, and guests to the conference or exhibition, with their requirements
    • Market the hospitality services offered to the conferences and exhibitions using e-flyers, mailing, telemarketing, etc.
    • Responsible for creating and delivering marketing ideas and activities. Concepts and creates marketing materials, manages projects, and ensures company messages are consistent.
    • Organize all aspects of the hospitality marketing activities
    • Prepare a marketing plan for each event/ project
    • Communicate to participants, exhibitors, speakers, and guests to the conference or exhibition, information on special social events prepared for the event at hand
    • Communicate to participants, exhibitors, speakers, and guests to the conference or exhibition, their status with regards to hotel and travel reservations
    • Coordinate with the agents appointed by Index in matters pertaining to marketing.
    • Coordinate with contractors and subcontractors for the marketing activities
    • Report on a weekly, monthly, and annual basis to CEO – ISS

     

    Qualifications and Experience

    • University graduate in a related field
    • Three years experience in a similar field
    • Good organizational skills, the ability to be flexible and work unsupervised
    • Able to communicate effectively at all levels
    • Good telephone / communication skills
    • The ability to work as part of a team
    • Understanding the Customer, process Improvement, initiative & planning.
    • Excellent interpersonal skills and a positive attitude to dealing with people
    • Excellent report-writing skills, with acute attention to detail
    • Capable of hands on problem-solving, with ability to generate ideas and solutions
    • Ability to use own initiative and pay close attention to detail
    • Ability to cope with competing demands and to prioritize tasks
    • Excellent time management skills
    • Capable of working independently and as part of the project team
    • Team player/leader
    • Have responsibility as an individual
    • Ability to use email and Internet applications
    • Working knowledge of Microsoft Word and Excel

    To apply send CV to hr@index.ae

  • Purchasing Coordinator – INDEX Shared Services

    General Summary or Job Objective

    The selected candidate should have Three years purchasing experience.  She/he will assist the purchasing Manager in the purchases of materials and equipment and maintaining the data and store following purchasing policies.


    Essential Functions

    • Assist in the preparation of all bidding documents, including notice and instructions to bidders, specifications, and form of proposal.
    • Assist in obtaining and studying comparative prices and quotations.
    • Assist the purchasing manager with information obtained.
    • Initiate contact with vendors to check on supply and equipment availability, invoices, purchase orders, and contracts.
    • Prepare purchase orders and review for accuracy.
    • Detect, research, and resolve purchasing issues and problems with incorrect orders, invoices, and shipments.
    • Prepare and maintain vendor database and bidder lists.
    • Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using personal computer.
    • Work cooperatively with district personnel to determine purchasing specifications, sources, availability, pricing, shipping, and receiving.


    Qualifications and Experience

    • High school diploma or GED Prefer Associate or Bachelor’s degree in business or accounting
    • Knowledge of competitive bidding statutes and purchasing procedures
    • Knowledge of auditing and accounting principles
    • Effective communication and interpersonal skills
    • Proficiency skills in keyboarding and file maintenance
    • Ability to work with numbers in an accurate and rapid manner
    • Ability to develop spreadsheets, databases, and do word processing
    • Three years purchasing experience

    To apply send CV to hr@index.ae