Reports To: Banqueting Manager / Events Manager
Department: Food & Beverage / Events

Job Summary:

The Banqueting Coordinator is responsible for planning and coordinating banquets, meetings, and other events. This role involves working closely with clients to understand their needs, liaising with various departments (kitchen, service, housekeeping), and ensuring smooth execution of all events. The Banqueting Coordinator ensures that all logistical aspects of events, including room setup, catering, audiovisual equipment, and staffing, are well organized and run efficiently.

Key Responsibilities:

Client Interaction:

Meet with clients to understand event requirements, including menus, room setups, and special requests.
Provide detailed quotes and event proposals to clients.
Offer guidance on event planning and suggest enhancements to improve guest experience.

Event Coordination:

Oversee the setup of banquet rooms, ensuring correct layout, equipment, and décor as per the client’s specifications.
Coordinate with the kitchen team for food and beverage services, ensuring timely service.
Work with vendors and suppliers when external services are required (e.g., florists, DJs, AV teams).
Ensure proper staffing levels for events and communicate with staff on service expectations.

Administrative Duties:

Maintain records of all events, including contracts, payments, and event feedback.
Create detailed event orders and distribute them to relevant departments.
Track event budgets and manage costs within approved guidelines.

Logistical Oversight:

Ensure all AV and technical equipment is functioning properly.
Manage any last-minute changes or requests during events.
Oversee guest flow, seating arrangements, and any potential guest issues.

Post-Event Responsibilities:

Follow up with clients to gather feedback and ensure satisfaction.
Prepare event reports and debrief the management team on successes and areas for improvement.
Assist with billing and ensure payments are settled in accordance with hotel policies.

Skills and Qualifications:

Education: Diploma or degree in Hospitality Management, Event Planning, or a related field.

Experience:

• Minimum of 3-5 years of experience in event coordination, banqueting, or a similar role in the hospitality industry.
• Previous experience in food and beverage roles or event planning is an advantage.

Skills:

• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills, with the ability to manage client relationships effectively.
• Ability to work under pressure and adapt to last-minute changes.
• Proficiency in event management software and the Microsoft Office Suite.
• Strong negotiation skills and attention to detail.
• Knowledge of health and safety regulations related to events.

Other Requirements:

• Ability to work flexible hours, including evenings, weekends, and holidays.
• Comfortable with occasional physical work such as setting up or overseeing room setups.