Catering & Conference Services Coordinator

Catering & Conference Services Coordinator

Bachelor of Hotel Management(Hotel Management)

Nationality

Any Nationality

Vacancy

1 Vacancy

Job Description

Job Description

The Catering & Conference Services Coordinator at Sofitel Riyadh will be responsible for providing administrative and operational support to the Catering & Conference Services team in the planning and execution of all catering, meetings, and events. This position plays a critical role in ensuring smooth communication between clients and internal teams, assisting in the coordination of all event details, and delivering outstanding guest experiences. As part of the pre-opening team, the coordinator will contribute to establishing Sofitel Riyadh as a premier destination for luxury events and conferences.

Key Responsibilities :

1. Administrative Support :

o Provide comprehensive administrative support to the Catering & Conference Services team, including drafting contracts, preparing event orders, and maintaining accurate records of client

o Assist in managing the department s day-to-day operations by answering client inquiries, preparing proposals, and handling the logistics for upcoming events.

o Maintain event-related files and documentation, ensuring that all information is up-to-date and easily accessible.

2. Client Interaction & Coordination :

o Act as the first point of contact for clients inquiring about events, assisting with initial inquiries, and directing them to the appropriate team member.

o Schedule and coordinate client meetings, site visits, and walkthroughs, ensuring that all necessary details are gathered for the planning process.

o Assist in responding to client requests, making adjustments to event details, and ensuring that all changes are communicated effectively to internal teams.

3. Event Planning & Execution Support :

o Support the Catering & Conference Services team in the planning and execution of events, including weddings, conferences, banquets, and social events.

o Coordinate with internal departments such as F&B, housekeeping, banquet staff, and audiovisual teams to ensure that all event requirements are communicated and met.

o Assist with event setups, ensuring that all logistics, including room layouts, table arrangements, audiovisual needs, and d cor, are in place as per client specifications.

4. Pre-Opening Responsibilities :

o Contribute to the pre-opening phase by assisting in the creation of Standard Operating Procedures (SOPs) for the catering and events department.

o Support the marketing and promotion of Sofitel Riyadh s event spaces by coordinating with the sales team and assisting in generating leads for future events.

o Participate in client outreach and engagement activities to build a strong client base prior to the hotel s opening.

5. Banquet Event Orders (BEO) Preparation :

o Prepare detailed Banquet Event Orders (BEOs) for internal distribution, ensuring that all event details are accurately reflected, including timelines, menus, setups, and special requests.

o Distribute BEOs to all relevant departments and follow up to ensure everyone is aligned with the event s requirements.

6. Communication & Coordination :

o Act as a liaison between clients and the internal event operations teams, ensuring that all event requirements are understood and executed according to the client s vision.

o Assist in facilitating seamless communication during the event execution phase, ensuring that any last-minute changes or client needs are addressed promptly.

7. Post-Event Follow-Up :

o Assist with post-event tasks, including following up with clients for feedback and ensuring that billing and invoices are processed accurately and timely.

o Maintain client satisfaction records and work with the team to identify areas for improvement based on feedback.

8. Budget & Financial Support :

o Assist in tracking event budgets and ensure that all expenses are properly documented and aligned with the client s financial expectations.

o Support the CCS team in preparing cost estimates and proposals for clients, ensuring clarity and accuracy in financial communication.

9. Vendor Coordination :

o Coordinate with external vendors such as florists, audiovisual companies, and decorators to ensure that services are aligned with event expectations and Sofitel s luxury standards.

o Ensure that vendor services are delivered on time and that contracts and agreements are followed accordingly.

10. Compliance & Safety :

o Assist in ensuring that all events adhere to Sofitel s health and safety protocols, as well as any local regulations.

o Support the team in managing emergency procedures and event safety plans when required, especially for larger events.

Desired Candidate Profile

Qualifications

Experience : Minimum of 2-3 years of experience in an event planning, hospitality, or administrative role, preferably within a luxury hotel or event venue.

Education : Bachelor s degree in Hospitality Management, Event Management, Business Administration, or a related field is preferred.

Skills :

o Strong organizational skills with a keen attention to detail.

o Excellent communication skills, both verbal and written, with the ability to interact professionally with clients and colleagues.

o Ability to multitask and manage multiple events and projects simultaneously.

o Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with event management software or hotel CRM systems.

Language Skills : Fluent in English; proficiency in Arabic is an advantage.

Company Industry

• Hotels
• Hospitality

Department / Functional Area

Keywords

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