Event Coordinator

4 weeks ago

West London, United Kingdom Hotel Cafe Royal Full time
Event Coordinator

Hotel Cafe Royal is a 5-star luxury hotel located in the heart of Central London, offering a range of exceptional settings for all occasions. Our events team ensures that every function, whether a corporate meeting, wedding, or private gathering, is executed to the highest standard.

The Role:

As an Event Coordinator, you will play a key administrative role within our Events team, supporting colleagues in planning and organizing all aspects of our clients meetings and functions. You will assist with venue hire, AV equipment setup, and food & beverage arrangements from the initial enquiry through to the day of the event. You will ensure a high standard of service and professionalism, delivering memorable experiences for our guests. Additionally, you will handle billing and post-event feedback, contributing to generating repeat business and maintaining client relationships.

Key Responsibilities:
  • Provide administrative support to the Events team, assisting in the planning and organization of meetings, conferences, and private functions.
  • Work closely with the hotels operational teams, including Food & Beverage, Guest Relations, Front Office, and AV teams, to ensure seamless event communication.
  • Efficiently manage incoming enquiries via phone, email, and through third party providers through assignment to appropriate team member
  • Support Events team through daily reporting, bespoke printing, and system auditing
  • Manage post-event follow-ups, including billing, feedback collection, and maintaining client relationships for future business opportunities.
  • Maintain detailed event records, ensuring all client preferences, requirements, and contracts are documented accurately.
  • Maintain a high level of organization, multitasking across multiple events and tasks to meet deadlines and deliver excellence.
  • Support the team in conducting site visits and show rounds for potential clients, showcasing our event spaces and amenities.
Requirements:
  • Previous experience in event coordination or administrative support within a luxury hotel environment is preferred.
  • Strong communication skills, both written and verbal, with the ability to interact professionally with clients and colleagues.
  • Highly organized, with strong attention to detail and the ability to manage multiple tasks simultaneously.
  • Proficiency in Microsoft Office (Word, Excel, Outlook) and event management software; experience with Salesforce and Opera is desirable.
  • A proactive and positive attitude with a commitment to delivering exceptional guest experiences.
  • Flexibility to occasionally work outside of standard business hours as required by event schedules.
  • Ability to work on site at the hotel on a full time basis.
The Benefits:
  • Pay of up to £32,000 Including Service Charge
  • Access to heavily discounted friends and family rooms rates across the Set Hotels
  • Two complimentary rooms nights per year in London, Paris or Amsterdam (after 1 year of employment)
  • Up to 50% colleagues discount in all our food and beverage outlets
  • Colleague wellness sessions in our Akasha spa each month including osteopath, podiatrist, yoga and fitness classes (as well as staff discounts on spa treatments)
  • Regular social events, including our infamous Summer Party (August) and Black-Tie Annual Awards dinner (January)
  • Christmas celebrations, including colleague lunch, childrens party and Christmas gift
  • Automatic membership of the companys life assurance scheme from day one
  • Generous discounts on retail and dining in Central London through the West End Club app
  • Mental health support including Employee Assistance Programme (EAP) and mental health champions in all departments
  • A variety of external benefits including gym discounts and free eye tests
  • Cycle to work scheme and season ticket loan
  • A wide range of both internal and external training and development programmes to support all of our colleagues career progression
  • The usual bits and bobs such as free meals on duty, uniform laundry, pension & holiday.

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