Events Coordinator

Roles and responsibilities

To develop a set of systems to professionally organize the administration of the Rosewood Events operation, taking full account of Rosewood operating standards and to ensure that the management of databases, contracts, and operating files is in line with the best practice within the industry. To provide a seamless customer focused sales environment, where the customer is our central priority and our sales systems and effort reflect our passion to deliver world class customer service.

RESPONSIBILITIES:

1. Oversee the electronic and manual control of all sales related contracts, to ensure that all accounts up for renewal are properly identified and that contracts are maintained in a secure environment, with appropriate manual and electronic back up taken on a timely basis.
2. Professionally respond to customer and prospect enquiries to ensure a professional and responsive service is provided by the department. This service must be able to be provided at weekends and during vacation periods. A system will be required to roster team members to handle administration during weekends.
3. Develop and amend PowerPoint presentations to reflect specific bespoke sales opportunities.
4. Work with Opera to input new bookings and to check the reporting/operating status.
5. Ensure that standards of communication, both internal and external, are conducted in polished well-structured English with close attention to spelling and grammar.
6. Prepare the formatting of monthly events reports and plans in accordance with the direction of the Director of Sales & Marketing.
7. Review competition (competitive set) website content on a monthly basis.
8. Involvement in the research and administration of the pre-opening business plans, annual business plans, and a range of planning documents as defined by the Director of Sales & Marketing.
9. All other administrative and project related duties to Sales, Marketing and Catering departments.

QUALIFICATIONS:

1. Experience: Previous experience in similar roles.
2. Education: Preferred to Degree level / Diploma level acceptable.
3. General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.
4. Technical Skills: Strong administration and organizational skills, clear and precise use of written and spoken English, conversant with technology including Sales Force, PowerPoint, Opera, Microsoft Office.

Desired candidate profile

Key Skills for an Events Coordinator

1. Organization and Time Management
   Managing event timelines and schedules. Coordinating multiple vendors and stakeholders simultaneously.

2. Communication Skills
   Excellent verbal and written communication for liaising with clients, vendors, and team members. Negotiating contracts and resolving conflicts effectively.

3. Budget Management
   Developing and adhering to budgets. Finding cost-effective solutions without compromising quality.

4. Problem-Solving
   Addressing unexpected challenges quickly and creatively. Staying calm under pressure during high-stakes situations.

5. Creativity and Attention to Detail
   Designing unique and engaging event concepts. Ensuring all details, from décor to scheduling, align with the event’s theme and goals.

6. Technical Proficiency
   Familiarity with event management software (e.g., Cvent, Eventbrite). Proficiency in tools like Microsoft Office, Google Workspace, and budgeting software.

7. Leadership and Teamwork
   Directing and motivating teams to execute tasks efficiently. Collaborating with diverse teams, including marketing, catering, and production.

8. Flexibility and Adaptability
   Adjusting plans as needed for last-minute changes or unforeseen circumstances.