Event Coordinator

Department

Sales, MarCom & Catering

Job posted on

Aug 26, 2025

Employee Type

Probationary

Experience range (Years)

1 year - 3 years

Job Responsibilities

• Attend to inquiries and requests from walk-in and phone-in private banquet clients. Familiarize yourself with the hotel's function room rates, equipment rentals, banquet menus, and pricing to provide accurate information to clients.

• Prepare Event Reservation Forms to document clients' function room reservations and initial banquet requirements. Check function room availability using the Function Reservation Chart before confirming with clients.

• Draft event contracts, indicating initials to confirm accuracy before finalizing the Event Contract.

• Review and verify Event Contracts for accuracy before forwarding to clients for signature and to the Senior Event Sales Manager or Director of Event Management for approval.

• Meet or contact private banquet clients with confirmed bookings to finalize function setups and other requirements. Coordinate with the Finance Department's Credit & Collection team for client payments.

• Handle inquiries for corporate events when Event Sales Managers are unavailable due to other client engagements or sales calls.

• Coordinate with Event Sales Managers and relevant departments to address client inquiries, fulfill requests, and resolve complaints.

• Follow up with concerned departments or personnel on client requirements or special arrangements as endorsed by Event Sales Managers.

• Maintain the electronic Function Reservation Chart, recording and monitoring all tentative and confirmed functions. Update and block off dates based on Event Reservation Agreements or approved Event Contracts.

• Review Function Orders against approved Event Contracts to ensure all arrangements are correctly indicated before distribution to relevant departments.

• Coordinate with all departments involved in confirmed functions, especially Kitchen for menu requirements, Food & Beverage Event Service for setup and service style, and Engineering for audiovisual and equipment setup.

• Liaise with accredited contractors for client requests (e.g., mobile services) that the hotel cannot provide.

• Obtain departmental approval for any changes or additions to Event Contracts before committing to clients to ensure feasibility.

• Ensure all contract modifications are documented in the Event Supplement and Adjustment Form (ESAF), approved by the Senior Event Sales Manager.

• Distribute copies of ESAFs to affected departments for their reference and action.

• Ensure timely distribution of Function Orders and ESAFs to all concerned departments.

• Conduct site visits during events to ensure client requirements are met and functions run smoothly.

• Prepare weekly and monthly reports on all confirmed and tentative event functions for upcoming periods.

• Check availability of function rooms via the electronic Function Reservation Chart before confirming departmental requests for official use (e.g., meetings).

• Ensure departmental function room requests are supported by properly approved memos from authorized signatories.

• Coordinate with Event Service, Kitchen, and Engineering to arrange function room setups and fulfill other departmental requirements.

• Maintain cleanliness and orderliness in the work area.

• Demonstrate awareness of OH&S policies and ensure all procedures comply with guidelines.

• Adhere to occupational health and safety legislation, policies, and procedures, understanding your duty of care.

• Be familiar with property safety protocols, first aid, fire, and emergency procedures; operate equipment safely and responsibly.

• Proactively identify hazardous situations and notify superiors of potential risks.

• Log security incidents and accidents in accordance with hotel requirements.

Qualifications:

• Adaptable to changes in sales structure and operational procedures.

• Proficient in preparing, analyzing, and interpreting sales and event reports.