Event Services Coordinator; Maternity Leave Coverage

Are you someone who pays meticulous attention to detail? Are you a driven self-starter with a passion that exceeds the ordinary? Do you possess a strong knowledge and enthusiasm for food & beverage?

Hotel Arts is currently seeking a dedicated Event Services Coordinator. This pivotal role involves selling and overseeing all catering food, beverage, and room rental revenues within a specific market at our hotel.

This is a full-time position for maternity leave coverage with a competitive salary and eligibility for bonuses upon achieving sales targets.

• Perform administrative duties to ensure efficient operation of the Events Department.
• To work closely with the Director and Associate Director of Catering and Conference Services
• Coordinate and detail all internal meetings and events, from booking in Opera to BEO creation and distribution.
• Answer all hotline inquiries (within three rings), email inquiries (within 24 hours), voicemail (in the same day); qualify client's requirements and direct calls to appropriate managers. This is shared with the Sales Coordinator.
• Assist and input all catering leads, and social event leads into Opera and assign to the appropriate manager. The sales Coordinator will enter all Corporate, Association and Entertainment centre leads.
• Maintain and monitor daily distribution of all prepared BEO’s to all related departments.
• Prepare and distribute daily change logs to all related departments, ensure all changes made within 24hrs are communicated verbally to appropriate departments.
• Responsible for tracking Reader board reports weekly. Competitive set collection and tracking of offsite venues, downtown core, and offsite caterers. To include silent shopper test calls to other properties.
• Create spreadsheets to monitor offsite venues, facility fees & capacities.
• Prepare expense reports for Event Department as required.
• Set up and maintain an orderly filing system and record Event Department business operations. This includes daily filing procedures.
• Support all Event Service Managers, Associate Director and Director of Catering and Conference Services in daily projects when required, including requests for information and proposals and create & print special meal request forms & menus.
• Participate in daily, weekly, and monthly departmental and sales related meetings, preparing agendas, summaries and minute taking when required.
• Assist with special projects for the Catering Department and the hotel.
• Formatting of new event packages and loading the event package information into Opera.
• Perform other assigned comparable or transient duties that are within the domain of knowledge and skills required by the position description.

• Proficiency in hotel sales platforms like Opera
• Availability to work flexible hours, including evenings and weekends
• Strong interpersonal skills to foster productive relationships across departments
• 1-2 years of experience in hotel catering, events, meetings, or conference roles
• Familiarity with Microsoft Excel, Word, and Outlook
• Comprehensive understanding of event setups, space functionalities, and operations

We appreciate all applications; however, only candidates meeting the minimum requirements will be contacted.

Hotel Arts Group is committed to creating a diverse environment and is proud to be an equal opportunity employer.