Banquet Sales and Events Coordinator

The Banquet Sales and Events Coordinator plays a vital role in generating banquet and catering business, coordinating functions, and ensuring smooth execution of events. This position acts as a bridge between clients, vendors, and hotel departments, upholding luxury service standards across all functions, from corporate meetings and weddings to social gatherings and in-house guest needs.

1. Sales & Revenue Generation

2. Respond to banquet and catering inquiries promptly through phone, email, or walk-ins.

3. Prepare customized proposals, contracts, and banquet event orders (BEOs).

4. Upsell menus, packages, décor, and other event enhancements.

5. Assist in achieving banquet sales targets and overall revenue goals.

6. Track and follow up on tentative and confirmed bookings.

7. Event Planning & Coordination

8. Conduct site inspections and client meetings to showcase facilities.

9. Coordinate closely with Banquet, Culinary, Housekeeping, Engineering, and AV teams.

10. Create floor plans, table arrangements, and seating charts.

11. Supervise event setups, timelines, and execution, ensuring luxury service standards.

12. Oversee load-in/load-out of suppliers, decorators, and performers.

13. Prepare event-related collaterals (signage, menus, place cards, giveaways, etc.).

14. Client & Guest Relations

15. Serve as the main liaison between clients and hotel departments before, during, and after events.

16. Handle client concerns or requests with professionalism and efficiency.

17. Conduct post-event follow-ups and secure client feedback.
    • Provide personalized service for VIPs and key accounts.

18. Build long-term relationships to encourage loyalty and repeat business.

19. Administrative & Documentation

20. Maintain accurate and updated event files, contracts, and payment records.

21. Track deposits, settlements, and coordinate billing with Finance.

22. Prepare daily and weekly banquet schedules and work orders.

23. Submit monthly sales and banquet performance reports.

24. Monitor banquet inventory, collaterals, and promotional materials.

25. Cross-Department & Special Coordination

26. Employee Meals: Coordinate with the kitchen and HR for timely preparation and distribution of employee meals.

27. Room Service Coordination: Support guest room service requirements for in-room dining orders related to events, VIPs, and special setups.

28. Vendor Relations: Liaise with third-party suppliers (flowers, AV, entertainment, décor, etc.) to ensure service quality and timely delivery.

29. Strawberry Bistro Collaboration: Coordinate with the Strawberry Bistro team for off-site catering requests, special menus, and overflow banquet support.

30. Marketing & Promotion Support

31. Assist in creating banquet packages, seasonal promotions, and sales collaterals.

32. Participate in hotel sales blitzes, trade fairs, and client networking activities.

33. Monitor competitors' banquet/event packages and provide market insights.

34. Support digital marketing initiatives to promote banquet and catering offerings.

35. Operational Support

36. Supervise banquet staff during events when required.

37. Ensure compliance with hotel SOPs, safety standards, and food hygiene regulations.

38. Inspect banquet and function areas before and after events.

39. Coordinate closely with Security for guest safety and crowd management.

40. Support management in cost-control initiatives for banquet operations.

EDUCATIONAL BACKGROUND

• Bachelor's degree in Hospitality Management, Business Administration, or related field preferred. Minimum 1–2 years' experience in banquet sales, events coordination, or related hotel role.

• Strong communication, negotiation, and organizational skills.

• Proficiency in MS Office; knowledge of CRM and event management systems is an advantage.

• Ability to work under pressure, multitask, and adapt to last minute changes.

• A service-oriented personality with a keen eye for detail and passion for luxury hospitality.

EXPERIENTIAL REQUIREMENT

• Sales-driven with excellent customer service orientation

• Professional presentation and interpersonal skills

• Team collaboration and cross-departmental coordination

• Strong problem-solving and decision-making abilities

• Flexibility to work evenings, weekends, and holidays as business demands

Job Type: Full-time

Benefits:

• Additional leave
• Opportunities for promotion
• Paid training
• Staff meals provided
• Transportation service provided

Work Location: In person