Conference and Events Coordinator

SUMMARY:
Job Title: Conference & Events Coordinator
Location: Port Elizabeth
Department: Sales & Events / Food & Beverage
Reports To: Assistant General Manager

POSITION INFO:
The Conference & Events Coordinator is responsible for planning, organising, and executing conferences, meetings, weddings, and special events hosted at the hotel. The role ensures seamless coordination between clients and internal departments to deliver exceptional service and memorable guest experiences while maximising revenue opportunities.

Key Responsibilities

• Manage all conference and event enquiries from initial enquiry through to post-event follow-up
• Prepare and present proposals, quotations, and event contracts
• Coordinate event requirements including venue setup, catering, equipment, and staffing
• Liaise with clients to understand their needs and ensure expectations are met or exceeded
• Work closely with Food & Beverage, Kitchen, Front Office, and Housekeeping teams
• Conduct site inspections and client meetings
• Oversee events on the day to ensure smooth execution
• Handle last-minute changes, issues, or client requests professionally
• Ensure accurate billing, invoicing, and event reconciliation
• Maintain event calendars and booking systems
• Assist in marketing and promoting conference and event offerings
• Build and maintain strong client relationships to encourage repeat business

Minimum Requirements

• Diploma or qualification in Hospitality Management, Events Management, or related field
• Minimum 2–3 years’ experience in a conference and events coordination role, preferably within a hotel environment
• Strong knowledge of event planning and banquet operations
• Experience with booking systems and/or Property Management Systems (PMS)

Skills and Competencies

• Excellent organisational and planning skills
• Strong attention to detail and ability to multitask
• Exceptional communication and client service skills
• Sales-driven with the ability to upsell and maximise revenue
• Problem-solving ability and calm under pressure
• Strong administrative and coordination skills
• Ability to work independently and as part of a team

Additional Requirements

• Willingness to work long hours, including evenings, weekends, and public holidays based on event schedules
• Professional appearance and presentation
• Flexible and adaptable to changing client needs
• High level of reliability and accountability

Financial Responsibility & Compliance

• Responsible for accurate quoting, invoicing, and cost control of events
• Monitor budgets and ensure events are delivered within agreed financial parameters
• Ensure compliance with company policies, contracts, and procedures

Key Performance Areas (KPAs)

• Successful planning and execution of events
• Client satisfaction and repeat business
• Revenue generation and upselling success
• Accuracy of bookings, contracts, and billing
• Coordination and communication across departments

Working Conditions

• Office-based with regular on-site event supervision
• Extended and irregular working hours depending on event schedules
• Fast-paced, deadline-driven environment with high client interaction