Conference & Events Coordinator

The Terrace Hotel Adelaide, Adelaide, South Australia, Australia
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Hotel Alba, Adelaide, South Australia, Australia

Posted Thursday 14 August 2025 at 2:30 pm

Function

To ensure all Hotel events across all hotels (The Terrace Hotel, Hotel Alba and HotelMOTEL) are coordinated in a timely and accurate manner to achieve a successful

outcome for the client and the Hotel. To offer support to the Conference & Events Sales Team, Director of Sales, Food & Beverage Manager and Executive Chef.

Our Vision is being leaders in creating experiences and properties that escape the ordinary.

Our Purpose is to make the day better for ourselves, each other, our group, our customers and communities. We do this by living our values of empowerment, possibilities and community.

We achieve our Vision and Purpose by delivering on our goals and values.

Our Goals

□ Growing revenue above market

Our Values

□ Empowerment: We make it happen

□ Possibilities: We evolve and innovate

□ Community: We make the connection

Key Accountabilities

LIAISON

• Liaise with the Conference & Events Sales Team daily
• Liaise with the Front Office Team for all reservation configurations for residential conferences
• Liaise with the Executive Chef & Kitchen department where required
• Liaise with the Food & Beverage Manager and Food & Beverage Supervisors on function set up requirements
• Liaise with the Director of Sales on all major quotes for conference groups for sign off prior to presentation to client
• Issue function banquet event orders and circulate to all departments
• Liaise with all departments in preparation for site inspections

ADMINISTRATION

• Preparation of proposals, contracts, banquet event orders, invoices, floorplans and all relevant paperwork pertaining to an event
• Ensure accuracy of banquet event orders, prior to the distribution to hotel departments
• Assisting the Sales Team in preparing daily/weekly/monthly revenue reports
• Ensure advance deposits are received and posted accordingly
• Ensure payment is received in full for all events as per hotel credit policy
• Ensure all accounts are true & correct before distribution
• Appropriate maintenance of the iVvy CRM system including adhering to all database integrity standards, logging all sales activity, tasks & client information appropriately
• Effectively co-ordinate and distribute all interdepartmental electronic paperwork necessary for the successful implementation of all events & groups
• Ensuring impeccable record keeping pertaining to all function files
• Identify new sources of residential conferences / special events / group bookings
• Ensuring that all requests are replied to within 24 hours

OPERATIONS

• Liaise with the Food & Beverage Manager, and Food & Beverage Supervisors & attend weekly BEO release meeting
• Ensure hotel standards and policies are followed and respected
• Personally meet and greet all conference & event clients on arrival
• Assist the operations team when required
• Represent the hotel at hotel and industry events when required
• Work outside regular business hours and on weekends/public holidays if required for Special Events (e.g. Weddings, Christmas, major race days)

SALES

• Conduct site inspections & client meetings
• Conduct Telemarketing calls where required
• Communicate with hotel departments to ensure that the sales commitment is being fulfilled
• Maintain contact with new business enquiries by following up, in order to convert the sale
• Assist with market intelligence and prospecting calls
• Attend industry related events as required by Management
• Assist with the development of the social media presence for the hotel
• Assist with the management and maintenance of the hotel's website & creation of hotel marketing artwork

OTHER

• Maintain the grooming standards of the hotel and adhere to the hotels standard policies and procedures
• Be compliant with conference & events bible
• Comply with Work Health & Safety policies and procedures
• Attend all scheduled meetings and training
• Maintain a good working relationship with the staff and colleagues throughout the hotel, Head Office and sister properties
• Ensure all hotel property is looked after and remains in good working order
• Maintain a positive and professional attitude at all times
• Other duties as requested by Management

KEY PERFORMANCE INDICATORS

• Meeting or exceeding the sales and revenue targets for the hotels
• Continuous delivery of exceptional customer service
• Embed in the EVT vision and values
• A focus on safety for yourself and other team members at all times
• A commitment to the principles of the EVT Way

Hotel Alba, Adelaide, South Australia, Australia