Job Overview:
Villatel, a leading hospitality company, is looking for a highly organized and detail-driven
Events Coordinator to join our dynamic team. This role involves overseeing the full lifecycle of event planning-from conception and logistics to execution and post-event evaluation. The ideal candidate will be a proactive problem-solver with a passion for creating memorable guest experiences in a fast-paced environment. If you're enthusiastic about event coordination and thrive on multitasking, apply today.
Key Responsibilities:
Villatel Village Activities Program - Plan, coordinate, and execute daily complimentary activities such as fitness classes, children's programming, and food concessions as part of our Villatel Village Activities Program.
- Develop and manage budgets for all activities, ensuring adherence to financial guidelines.
- Handle event registrations, including publishing links and monitoring enrollment and attendance.
- Collaborate with the marketing team to create and distribute promotional materials for events.
- Manage the "Villatel Village Experiences" inbox, responding promptly to guest and vendor inquiries.
- Coordinate with vendors, suppliers, and contractors to ensure timely, high-quality service delivery.
- Supervise on-site event setup and breakdown to ensure smooth operations and evaluate activities post-completion, gathering feedback and providing recommendations for future improvements.
- Ensure all events meet health and safety regulations, including securing required permits.
- Gather feedback after each activity and propose improvements for future programming.
Private Events - Plan and execute a range of private events, including meetings, trade shows, social gatherings, corporate functions, and conferences.
- Liaise with clients ahead of events to finalize details and ensure expectations are clearly understood and met.
- Work with vendors and suppliers to guarantee quality and timely service.
- Prepare and manage event budgets to keep expenditures within approved limits.
- Create comprehensive event timelines with clear task assignments and deadlines.
- Design floor plans and oversee all event logistics, including setup and takedown.
- Ensure compliance with all safety and regulatory requirements.
- Manage on-site event operations, including staff supervision and real-time issue resolution.
- Conduct post-event evaluations and suggest enhancements for future planning.
Qualifications:
- Bachelor's degree in Event Management, Hospitality, Marketing, or a related field-or equivalent professional experience.
- Demonstrated experience in event coordination or a similar role.
- Exceptional organizational and time-management abilities.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office, event management software, and social media tools.
- Skilled in managing multiple events and shifting priorities effectively.
- Excellent attention to detail and strong problem-solving skills.
- Willingness to work flexible hours, including evenings and weekends.
Preferred Skills:
- Experience with budgeting and financial oversight for events.
- Familiarity with local event venues and vendor networks.
- Event planning certification (e.g., CMP - Certified Meeting Professional) is a plus.