Merlino & Co. is looking for an Event Coordinator to join our team!
We are an award-winning hospitality company built around the ethos of amazing food + drinks, and memorable experiences. We are in our 10th year of business, and the event department of our company is busier than ever.
Our venues include The Lobo, Big Poppas, Kittyhawk, and Bartolo Wine Room.
We pride ourselves on building positive work cultures with staff care and personal development at the top of our agenda.
This role is an integral part of our events team, acting as the liaison between the client and the venue. You will be responsible for quoting and selling our event spaces, creating BEOs, guiding clients in product choices, generating floorplans, handling event nuances, holding site visits, and ensuring events get off the ground seamlessly.
You'll be the face of the company so you'll need to know how to make a good first impression and be committed to delivering exceptional client experiences from start to finish. We are looking for someone who is professional, brings positive energy to the team, is able to work autonomously, and can keep themselves organized to meet deadlines.
This is a full-time role over 5 working days. The work is primarily Mon-Fri, but some weekend work may be required for larger events such as weddings.
Must have the right to work in Australia long-term. Holiday temporary work visas are also not suitable as we're looking for someone long-term.
Managing the event inbox, responding to enquiries in a timely fashion
Quoting and selling our event spaces
Liaise with the client to ensure deposit, bond and food and drinks orders are sent and/or paid in a timely fashion
Ensure managers and chefs are kept across all events, inc. sending and updating calendar times
Proactive approach to improving and streamlining established events processes
Adhering to timeframe guidelines as set by chef and bar managers and communicating these to the client so they can meet these deadlines
Keep across relevant platforms - Xero and iVvy – to ensure event invoices are sent, paid and refunded in a timely manner. Work with our bookkeeper to reconcile any unallocated payments and void any unnecessary invoices
Prepare documentation for each event, including event contracts, run sheets, reserved signs and event menus
Conduct client walkthroughs of the various spaces
For all events, conduct an on-the-day onsite handover to the manager on duty, including introducing the client to the manager and ensuring the event starts smoothly
Update Kittyhawk's event listing profiles if any changes are made to our functions collateral and regularly refresh content
Update websites with any changes to menus, refresh photo galleries regularly etc.
For upstairs events, book cleaners and security, when necessary
Work with the Event Sales Manager and Management team to create and deliver a targeted marketing program to identify and develop key clients for the business
Provide support and backup to the Event Sales Manager, which could include but isn't limited to responding to requests for quotes and proposal
Daily management of the Kittyhawk Event Coordinator inbox.
May require some ad hoc FOH help, including waitressing, food running or hosting
At least 2 years experience in hospitality/events management
Highly organised and process-driven
Ability to manage a high workload in a fast-paced environment
Ability to work autonomously and with an extremely high level of attention to detail
Experience with the following platforms/software desired but not essential: OpenTable, WordPress, iVvy, Xero, InDesign and Gmail
Experience with sites like VenueNow, Hidden Secrets, etc. desired but not essential