Conference and Events Coordinator

Are you the life of the party? The social butterfly that has ultimate FOMO for any event? So do we.That’s why we’d be a great match. And why we need you on our party-planning committee as Conference & Events Coordinator at Rendezvous Hotel Perth Scarborough.You’re the go-to host/hostess in your friendship circle. Your events rival that of any multi-million-dollar A-lister and everyone knows if you’ve organised it, they don’t want to miss it.Just as you don’t miss a single detail. From the angle of a napkin to the WI-FI code, the air con temp to the dietary requirements and everything in between. You can read people and their needs like a bookworm reads pages. You dot the I’s and cross the T’s and have planning and time management down to a fine art. Multi-tasking is your middle name. Guaranteed, no two days – or events – will ever be the same. And why would you want them to be? You have the tech know-how and understand the importance of admin but, above all, you go above and beyond to exceed expectations (on time, within budget). You share the client’s vision, expand on it ten-fold and bring the team along for the ride. All with an infectious energy, smile and never breaking a sweat.As Conference and Events Coordinator, duties and responsibilities include but are not limited to the following:You are the consummate perfectionist, and as the first point of contact for conference and event enquiries, you ensure all calls and emails are handled quickly, efficiently, and charmingly!You’re the go-to for all activities for the conference sales and operations for the hotel, including thorough and effective communication in Banquet Event Orders (BEOs) and handovers.Under your watch, BEOs are produced and circulated at least 10 days prior to booking, and any additional bookings are circulated within the agreed required time.You have an eagle-eye for detail when it comes to accuracy of all relevant information such as dates, and costs and customer information in the conference booking system and relay this within 24 hours with the aim to secure the booking each and every time.All files including quotes, contracts and event orders are kept up to date at all times and in accordance with TFE hotels procedures.Communication is key! You’re constantly in touch with event organisers and clients throughout functions to ensure smooth running and success.You keep your key stakeholders informed of all relevant customer information and any booking amendments in a timely manner.You’re always on hand to conduct site inspections as required, understanding the importance to building ongoing customer relationships.Always seeking continual improvement, you obtain and analyse client feedback and follow up on past events, rectifying any problems and securing future business.You don’t shy away from admin, performing key administrative tasks such as processing progress payments, updating event signage, invoicing and finalising of accounts etc.You support with the preparation of forecasts, event orders and attend food and beverage meetings (if applicable).Always striving for results, you meet and exceed budgeted targets for conferences and events on a monthly and yearly basis through the implementation of effective sales strategies and activities.You proactively seek new business for the Hotel with weekly focus on prospecting for new business as assigned by your manager.Customers return because of you - you keep in touch and ensure revenue opportunities are maximised through regular phone calls, emails and site inspections.You review all food & beverage, conference and accommodation charges posted to relevant accounts during each event, to ensure complete accuracy and alignment with run down and event orders.Master accounts and total amount owing are compiled with all deposits deducted and dockets attached and accounts are sent to clients for payment within stipulated timeframes.You oversee the payment of any commissions owing to clients with the accounts team to ensure these are paid as soon as the total account has been settled if applicable.Reporting is your friend – you support with completion of departmental reports such as weekly revenue forecast report, daily transaction reports, prospective quotes reports and PCO reports.Prepare confirmation letters whilst ensuring option dates and deposits schedules are strictly adhered to for both Conference and Accommodation rooms.You’re on the ball when it comes to releasing event space after any cancellations so it may be resold, and cancellation policy is adhered to.You liaise with our Sales, Reservations and Revenue departments as needed for quotes, proposals, rooms rates and availability.The consummate diplomat – you step up to concerns or complaints with tact and grace and manage within set protocols – escalating if needed to your manager.Your communication is unrivalled, and you always provide a clear and concise handover for the next shift.Keep your manager informed of any problems and unusual matters.Skills/Experience required:Ideally you hold formal qualifications in Event Management (tertiary or vocational qualifications)You have 1-2 years’ work experience relevant to the Conference & Events Coordinator role.You are no stranger to the industry with 1-2 experience in hotels, restaurants, function spaces or similar.You can physically meet the demands for this role including constant standing & walking, frequent lifting and moving of objects up to 20 kgs.Base salary from $72,741.50 per annum excluding superannuation.Our guests’ events are yours to make so come find your place!