Functions and Events Coordinator

SUMMARY:
Role Purpose
The Functions and Events Coordinator will be responsible for overseeing all aspects of event planning and management, including conferences, functions, exhibitions, and business-to-business events. This includes monitoring and controlling provisional and confirmed bookings, ensuring no double bookings occur, updating function sheets, and advising all relevant departments upon confirmation.

Minimum Experience & Qualifications Required

• 3 – 5 years’ experience as a Functions and Events Coordinator (5-star hotel, restaurant, or similar environment advantageous)
• Previous leadership/supervisory experience
• Excellent communication skills with strong English proficiency
• Good numeracy and financial reporting skills
• Strong planning, organisational, and team training abilities
• Motivated, enthusiastic, energetic, and a team player with a positive attitude
• Ability to multitask and work well under pressure
• Willingness to work shifts and weekends as required
• Own reliable transport 

POSITION INFO:

Key Performance Objectives

• Manage provisional and confirmed bookings, ensuring accurate scheduling and no double bookings
• Create detailed event proposals aligned with client requirements, presenting proposals within set deadlines
• Maintain strong relationships with vendors and negotiate contracts where necessary
• Delegate event planning tasks to team members effectively
• Demonstrate in-depth knowledge of venues and vendor offerings, conducting onsite inspections with clients
• Coordinate all aspects of events on the day, ensuring smooth execution
• Manage financial processes including issuing invoices, collecting payments, and producing clear financial reports
• Oversee setup, vendor coordination, staff communication, and guest relations during events
• Collaborate with the marketing team to create advertisements and promotional material for events
• Identify and create sales opportunities during client engagements and events, with strong knowledge of company offerings to support upselling