Event Services Coordinator (Maternity Leave Coverage)

Are you someone who pays meticulous attention to detail? Are you a driven self-starter with a passion that exceeds the ordinary? Do you possess a strong knowledge and enthusiasm for food & beverage?

Hotel Arts is currently seeking a dedicated Event Services Coordinator. This pivotal role involves selling and overseeing all catering food, beverage, and room rental revenues within a specific market at our hotel.

• Perform administrative duties to ensure efficient operation of the Events Department.
• To work closely with the Director and Associate Director of Catering and Conference Services
• Coordinate and detail all internal meetings and events, from booking in Opera to BEO creation and distribution.
• Answer all hotline inquiries (within three rings), email inquiries (within 24 hours), voicemail (in the same day); qualify client's requirements and direct calls to appropriate managers. This is shared with the Sales Coordinator.
• Assist and input all catering leads, and social event leads into Opera and assign to the appropriate manager. The sales Coordinator will enter all Corporate, Association and Entertainment centre leads.
• Maintain and monitor daily distribution of all prepared BEO’s to all related departments.
• Prepare and distribute daily change logs to all related departments, ensure all changes made within 24hrs are communicated verbally to appropriate departments.
• Responsible for tracking Readerboard reports weekly. Competitive set collection and tracking of offsite venues, downtown core, and offsite caterers. To include silent shopper test calls to other properties.
• Create spreadsheets to monitor offsite venues, facility fees & capacities.
• Prepare expense reports for Event Department as required.
• Set up and maintain an orderly filing system and record Event Department business operations. This includes daily filing procedures.
• Support all Event Service Managers, Associate Director and Director of Catering and Conference Services in daily projects when required, including requests for information and proposals and create & print special meal request forms & menus.
• Participate in daily, weekly, and monthly departmental and sales related meetings, preparing agendas, summaries and minute taking when required.
• Assist with special projects for the Catering Department and the hotel.
• Formatting of new event packages and loading the event package information into Opera.
• Perform other assigned comparable or transient duties that are within the domain of knowledge and skills required by the position description.

• Proficiency in hotel sales platforms like Opera
• Availability to work flexible hours, including evenings and weekends
• Strong interpersonal skills to foster productive relationships across departments
• 1-2 years of experience in hotel catering, events, meetings, or conference roles
• Familiarity with Microsoft Excel, Word, and Outlook
• Comprehensive understanding of event setups, space functionalities, and operations

We appreciate all applications; however, only candidates meeting the minimum requirements will be contacted.

Hotel Arts Group is committed to creating a diverse environment and is proud to be an equal opportunity employer.

To learn more about Hotel Arts, visit our website at Hotel Arts.

To learn more about Hotel Arts Kensington, visit our website at Hotel Arts Kensington.