Protocol Assistant / Gallery Host / Utility Inspector

🌟 We’re Hiring: Protocol Assistant / Gallery Host / Utility Inspector📍 Location: United Arab Emirates (Remote)🕒 Employment Type: Part-Time💼 Experience Level: Mid-Level to Senior🌐 Work Arrangement: Fully RemoteAbout UsWe are a professional events, cultural, facilities, and operations-support organization helping businesses and institutions coordinate visitors, exhibitions, protocol activities, facility services, inspections, and administrative workflows. Our teams focus on professional guest experiences, accurate records, organized coordination, and reliable operational support.We value professionalism, discretion, attention to detail, responsiveness, and service excellence. We are looking for a versatile professional who can support protocol arrangements, gallery or visitor services, and utility inspection activities.The RoleWe are seeking an experienced Protocol Assistant / Gallery Host / Utility Inspector to support official visits, guest coordination, exhibition and gallery services, facility inspections, utility records, and general operational administration.The ideal candidate is polished, observant, organized, and comfortable interacting with visitors while accurately recording inspection findings and operational information.Key ResponsibilitiesAssist with protocol arrangements for official visits, corporate meetings, delegations, VIP guests, ceremonies, and special events.Coordinate guest schedules, invitations, arrival information, seating arrangements, meeting rooms, access requirements, and approved itineraries.Prepare briefing materials, guest lists, schedules, badges, signage, programs, and other protocol documentation.Coordinate with event organizers, venue teams, security, reception, transportation providers, catering, and facilities personnel.Welcome VIPs, delegates, clients, partners, and official visitors professionally and discreetly.Assist with airport transfers, transportation arrangements, hospitality requirements, meeting-room preparation, and guest movements where applicable.Monitor event timelines and ensure approved protocol arrangements are implemented smoothly.Handle last-minute changes professionally and escalate sensitive or complex matters to the appropriate supervisor.Maintain accurate records of protocol activities, guest information, schedules, correspondence, and follow-up actions.Support gallery, museum, exhibition, showroom, or cultural-space visitor services where applicable.Welcome visitors and provide approved information about exhibitions, displays, facilities, schedules, rules, and visitor procedures.Assist with visitor registration, ticketing, reservations, guided-tour coordination, and attendance records.Monitor gallery spaces and help maintain a professional, safe, organized, and welcoming environment.Coordinate with curators, exhibition teams, security, facilities, event staff, and management.Assist with exhibition openings, private viewings, educational programs, receptions, and cultural events.Respond to routine visitor inquiries and escalate complaints, accessibility concerns, emergencies, or specialist questions appropriately.Monitor visitor flow and assist with crowd management according to established procedures.Protect artworks, exhibits, confidential information, and restricted areas by following approved policies.Assist with routine utility and facility inspections according to established checklists.Inspect assigned utility areas, equipment, meters, service points, and facility infrastructure for visible issues or irregularities.Record meter readings, equipment conditions, inspection dates, locations, and relevant reference numbers accurately.Identify leaks, damage, unusual readings, faulty equipment, unsafe conditions, or service interruptions and report them promptly.Compare current readings and inspection results with previous records to identify unusual changes or discrepancies.Prepare inspection reports, checklists, photographs, maintenance requests, and supporting documentation where required.Coordinate with facilities, maintenance, engineering, property-management, utility providers, and operations teams.Track outstanding maintenance or utility issues and follow up on approved corrective actions.Assist with monitoring electricity, water, gas, cooling, and other utility usage records where applicable.Maintain accurate utility logs, inspection registers, maintenance records, and issue trackers.Support vendor visits, service appointments, meter inspections, maintenance activities, and approved facility access.Prepare daily, weekly, and monthly reports covering protocol activities, visitor services, inspections, utility readings, and outstanding issues.Maintain organized electronic and physical files for guest, event, exhibition, facility, utility, and inspection documentation.Support internal audits, safety reviews, quality checks, facility inspections, and documentation requests.Protect confidential guest, commercial, facility, security, and operational information.Follow company policies, visitor-management procedures, event protocols, workplace safety standards, facility procedures, data-protection requirements, and applicable UAE regulations.Escalate serious safety concerns, utility failures, security issues, property damage, or unusual inspection findings immediately.Identify opportunities to improve guest experience, protocol coordination, visitor services, inspection accuracy, and facility efficiency.RequirementsBachelor’s degree or equivalent qualification in Hospitality, Events Management, Business Administration, Tourism, Facilities Management, Engineering, Cultural Management, or a related field is preferred.3+ years of professional experience in protocol services, events, hospitality, gallery or museum operations, facilities administration, inspections, or business support is preferred.Experience across two or more of protocol coordination, visitor services, gallery operations, facilities inspection, or utility administration is advantageous.Strong understanding of guest services, event coordination, inspection procedures, records management, and operational administration.Excellent spoken and written English communication skills.Additional languages such as Arabic, Hindi, Urdu, Mandarin, French, or Russian are advantageous.Polished, professional, approachable, and culturally sensitive manner.Exceptional attention to detail when handling guest information, schedules, inspection findings, meter readings, and documentation.Strong organizational, multitasking, prioritization, and follow-up skills.Ability to remain calm and professional when handling VIP guests, busy events, or unexpected operational issues.Strong observation, reporting, communication, and problem-solving skills.Proficiency in Microsoft Excel, Word, Outlook, Google Workspace, CRM, facilities-management, visitor-management, and reporting systems.Experience with CAFM, CMMS, visitor-management, ticketing, event-registration, or asset-management platforms is advantageous.Basic understanding of utility meters, facility systems, maintenance records, and inspection checklists is advantageous.UAE or GCC experience in hospitality, government services, cultural institutions, real estate, events, facilities management, luxury retail, or corporate services is advantageous.Event-management, hospitality, facilities, health-and-safety, inspection, or administrative certifications are advantageous but not required.What We OfferFlexible part-time remote working opportunities within a professional events, cultural, and operations-support environment.Competitive compensation aligned with experience, protocol coordination, guest services, and inspection responsibilities.Opportunity to develop expertise across protocol services, VIP guest management, gallery operations, facility inspections, utility administration, and event coordination.Exposure to corporate clients, VIP guests, cultural organizations, event teams, facilities personnel, suppliers, and operational stakeholders.Professional development opportunities and continuous learning in visitor experience, event technology, facilities systems, inspection procedures, and operational management.A collaborative environment where professionalism, discretion, accuracy, responsiveness, organization, and service excellence are highly valued.