Events Coordinator

Reference Number: GK10

On the behalf of our client, a prestigious restaurant with more than 46 years of activity, we are searching for an Event Coordinator with the following skills and experience:

Job Responsibilities:

  • Receiving, handling and converting meetings, events and group enquiries
  • Ensure the complete administration and execution of all planned events
  • Planning events in conjunction with the client including but not limited to venue, seating, dining, guest list and all ancillary details related to the event
  • Plan an event with attention to detail and financial constraints
  • Presenting and selling available and suitable event options to the highest possible standard
  • Preparing event budgets and processing invoices
  • Oversee event happenings where possible and act quickly to resolve problems
  • Assist in the development of event package plans to encourage repeat business
  • Encouraging repeat business through excellent customer service and inquiry handling
  • Build and maintain strong relationships with customers to fully understand their needs
  • Actively seek new opportunities through cold calling, networking, and social media
  • Respond to customer queries in a timely and accurate way, via phone, email, or other social media platform
  • Evaluate the event’s success together with the team and submit timely and regular reports
  • Brainstorming and implementing new event concepts and themes.
  • Explore offsite catering opportunities
  • Research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost
  • Negotiate with vendors to achieve the most favorable terms whilste maintaining a good working relationship with such vendors
  • Assist with the hiring of operational personnel
  • Assisting with the day-to-day administration of the establishment and its operations
  • Attending meetings with the Management to discuss and obtain approval on sales and administrative aspects of the operation; informing and updating on a weekly/monthly basis, as required, with the necessary information and results.
  • Assisting with the providing of administrative support on rosters, vacation leave planning, circulation of policies and procedures, issue of proposals/ quotations, responding to emails, liaising and coordinating with suppliers and contractors for provision and delivery of goods as required. This will be done in conjunction with the respective managers and in communication with the Director, Finance and HR.
  • Updating of event menu packages, sales reports and costing database, as approved.
  • Keeping accurate logs of approved and applied discounts, gratuities, special promotions or special client’s offers.
  • Managing records relating to ‘key accounts’ including Directors’ or key Clients’ restaurant accounts, as approved.
  • Assisting in coordinating services so that premises are maintained in a good standard of health & hygiene.
  • Assisting in performance of stock control and monthly stock inventory as required.
  • Responsible for the record-keeping of Opening and Closing float, Petty Cash, X/Z reading, Money deposits, etc. for agreements regarding terms and payments conditions regarding events.
  • Handling/assisting in the marketing of the establishment as approved
  • Other sales and administrative tasks relating to the day-to-day operations of the establishment and its team

Person Specification:

  • At least 3 years’ experience as an event coordinator
  • Well-organized with excellent multi-tasking abilities
  • Outstanding vendor management skills
  • Bachelor’s degree in hospitality management or public relations is preferred
  • Strong communication and interpersonal skills

✔ IMMEDIATE PLACEMENTS for candidates meeting all the above requirements and skills.

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