Hotel Meeting and Events Coordinator (with Reservations Duties) Reports to: Event Manager / Sales Manager Department: Events / Sales & Marketing Job Purpose: The Hotel Meeting and Events Coordinator is responsible for the planning, coordination, and execution of all meetings, conferences, and events hosted at the hotel. This includes managing event bookings, coordinating with clients, ensuring event logistics are handled, and overseeing the reservation process for event attendees and guests. Key Responsibilities: Event Coordination: Client Consultation: Work with clients to understand their event requirements, including venue selection, catering needs, audiovisual support, and other specific requests. Event Planning: Develop detailed event plans including schedules, room setups, catering, technology, and other necessary services. Supplier Management: Liaise with external suppliers (e.g., decorators, AV providers) and internal teams (e.g., catering, housekeeping, front desk) to ensure smooth execution of events. Room Setup and Layout: Coordinate room setups (seating arrangements, equipment) as per client specifications. Reservations: Event Bookings: Take and process reservations for meeting rooms and event spaces, ensuring the client’s needs are met. Hotel Reservations: Coordinate hotel room reservations for event attendees, ensuring room blocks and special rates are set up and managed. Booking Confirmation: Provide clients with detailed booking confirmations, including all necessary event details (dates, times, room assignments, additional services). Rooming Lists: Manage rooming lists, ensuring accuracy and timely communication with the front desk and reservations team. Cancellations and Modifications: Handle cancellations, modifications, and changes to room reservations and event bookings. Customer Service: Client Relationship Management: Develop and maintain strong relationships with clients, ensuring satisfaction and repeat business. On-Site Event Support: Provide excellent customer service to event clients and guests before, during, and after events. Problem Resolution: Address and resolve any issues or conflicts related to event coordination or reservations promptly and professionally. Marketing and Sales Support: Promote Event Space: Assist in marketing and promoting the hotel’s event spaces to potential clients. Lead Generation: Support the sales team by identifying new leads and following up on inquiries for future events. Event Promotion: Collaborate with marketing for promotional activities such as event packages or special offers. Administrative Tasks: Documentation: Prepare and maintain event contracts, forms, and other paperwork. Database Management: Keep an updated record of client information, event details, and reservations in the hotel’s CRM or booking system. Reporting: Generate reports on bookings, event revenues, and other relevant data for management review. Required Skills and Qualifications: Experience: Previous experience in event planning, hospitality, or hotel reservations is highly desirable. Communication Skills: Strong verbal and written communication skills to interact effectively with clients, vendors, and team members. Customer Service: Excellent customer service and interpersonal skills, with the ability to resolve issues and exceed client expectations. Organisational Skills: Highly organized with the ability to manage multiple events and reservations simultaneously. Technical Skills: Proficiency in MS Office (Word, Excel, Outlook) and experience with Opera Cloud reservation software or event management tools. Attention to Detail: Ability to manage complex details and ensure accuracy in event planning and reservations. Flexibility: Must be flexible with work hours, as events may require evening or weekend availability. Desirable Attributes: Ability to work well under pressure and in a fast-paced environment. Strong problem-solving skills and a proactive approach to event coordination. Ability to collaborate with different departments and maintain a high level of professionalism. Working Conditions: Hours: Full-time, including weekends and evenings as needed to manage events and reservations. Location: Hotel property, with occasional travel for client meetings or site inspections.