Events Coordinator

Position Summary

The Event Executive is responsible for managing and converting event inquiries into confirmed business by providing professional consultation to clients and delivering tailored event solutions. The role serves as the primary point of contact for clients throughout the planning process, ensuring the selection of the most suitable venue, menu, and event setup while maximizing revenue opportunities and maintaining exceptional service standards expected in a luxury hotel environment.

The Event Executive works closely with Food \& Beverage, Kitchen, Front Office, Reservations, Housekeeping, Engineering, and other operational departments to ensure flawless execution of all events, meetings, conferences, weddings, social functions, and corporate gatherings.

Key Responsibilities

Sales \& Business Development

· Respond promptly to all event inquiries and leads.

· Conduct site inspections and hotel show-rounds for prospective clients.

· Identify client requirements and recommend the most suitable venue and event package.

· Maximize conversion of inquiries into confirmed business.

· Actively upsell food, beverage, accommodation, and additional event services.

· Build and maintain strong relationships with corporate clients, event planners, wedding organizers, and social event hosts.

· Achieve monthly and annual sales targets and conversion ratios.

Client Consultation \& Event Planning

· Meet clients to understand event objectives, budgets, and expectations.

· Recommend appropriate venues based on event size, style, and requirements.

· Suggest suitable menus, beverage packages, coffee breaks, and catering options in consultation with the culinary team.

· Prepare detailed event proposals, quotations, and contracts.

· Negotiate pricing and packages within approved hotel guidelines to secure business while protecting profitability.

· Ensure all client requirements are accurately documented and communicated.

Event Coordination

· Prepare and distribute Banquet Event Orders (BEOs) and function sheets.

· Conduct pre-event meetings with operational departments.

· Coordinate event logistics, room setups, audiovisual requirements, signage, and special requests.

· Monitor event execution and ensure client satisfaction throughout the event lifecycle.

· Manage last-minute changes professionally and efficiently.

Interdepartmental Coordination

Work closely with:

Food \& Beverage Department

· Confirm event timings and service requirements.

· Coordinate beverage packages and banquet service standards.

· Ensure staffing requirements are aligned with event needs.

Kitchen / Culinary Team

· Finalize menus and special dietary requirements.

· Coordinate food presentations and service flow.

· Ensure menu quality aligns with client expectations.

Front Office \& Reservations

· Coordinate guest room blocks and VIP accommodations.

· Manage rooming lists and arrival requirements.

· Ensure seamless guest arrival and departure experiences.

Housekeeping

· Ensure event venues and guest rooms are prepared according to standards.

· Coordinate additional cleaning requirements before and after events.

Engineering \& IT

· Coordinate technical requirements, lighting, sound systems, and event equipment.

· Ensure operational readiness of all event facilities.

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Administrative Responsibilities

· Maintain accurate event records and Opera Sales \& Catering updates.

· Prepare weekly sales activity and conversion reports.

· Track event revenues and forecast future business.

· Ensure contracts and deposits are processed according to hotel policies.

· Maintain compliance with hotel standards and brand guidelines.

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Key Performance Indicators (KPIs)

· Event inquiry response time.

· Lead conversion percentage.

· Event revenue generated.

· Events Average spend per client.

· Upselling revenue achievement.

· Client satisfaction scores.

· Repeat business ratio.

· Accuracy of event documentation and BEOs.

· Internal departmental satisfaction and event execution quality.

Qualifications \& Experience

· Diploma in Hospitality Management, Events Management.

· Minimum 2–3 years' experience in Event Sales, Catering Sales, or Events Coordination within a 4-star or 5-star hotel.

· Strong understanding of banquet operations, food and beverage offerings, and luxury hospitality standards.

· Experience in weddings, corporate events, conferences, and social functions preferred.

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Skills \& Competencies

· Excellent sales and negotiation skills.

· Strong interpersonal and relationship-building abilities.

· Exceptional communication and presentation skills.

· Customer-focused with a consultative selling approach.

· Ability to manage multiple events simultaneously.

· Strong organizational and time-management skills.

· Attention to detail and problem-solving capability.

· Proficiency in hotel systems and Microsoft Office applications.

· Ability to work under pressure and meet deadlines.

Core Competencies

· Sales Orientation

· Client Relationship Management

· Event Planning \& Coordination

· Revenue Generation

· Luxury Service Excellence

· Team Collaboration

· Attention to Detail

· Commercial Awareness

Job Type: Full-time

Work Location: In person