Event Coordinator

About the role

An Event Coordinator responsible for coordinating all event needs from preparation, setup, event execution to post-event activities. You will be the main point of contact for operational coordination with clients during events, ensuring all details align with the brief and agreements established.

Key responsibilities

• Coordinate all event requirements from preparation through post-event completion
• Serve as primary point of contact for operational coordination with clients during events
• Ensure all event details comply with the brief and established agreements
• Create and oversee implementation of rundown, timeline, floor plan, checklist, and event requirements
• Conduct briefing and coordinate with all relevant departments before events
• Coordinate needs with Banquet, F&B, Housekeeping, Engineering, Front Office, Security, Sales & Marketing, and related vendors
• Conduct venue checks before events to ensure cleanliness, layout, equipment, decoration, signage, tables/chairs, and other requirements are ready
• Monitor events and ensure all activities proceed according to rundown
• Handle issues or changing requirements in the field quickly and appropriately
• Ensure communication between client, vendors, and internal team runs smoothly
• Follow up on client special requests and ensure all needs are addressed
• Create reports and evaluations after events for continuous improvement
• Maintain service quality and ensure clients receive a professional and satisfactory event experience

About you

• Minimum D3/S1 education in Hotel Management, Hospitality Management, Event Management, Communication, or related field
• Minimum 2–3 years of experience as Event Coordinator, Event Executive, Wedding Coordinator, Banquet Coordinator, or similar position
• Experience managing weddings, corporate events, meetings, gatherings, exhibitions, or social events
• Strong event planning, coordination, and execution capabilities
• Ability to communicate and coordinate with clients, vendors, organizers, and all relevant departments
• Strong leadership and problem-solving abilities
• Ability to work under pressure and make quick decisions during events
• Detail-oriented with ability to ensure all event needs run according to brief, rundown, and client agreements
• Ability to create and understand event rundown, floor plan, timeline, checklist, and event requirements
• Ability to handle client/guest complaints professionally and provide appropriate solutions
• Strong communication skills, confident, assertive, responsible, with high service attitude
• Proficient in Microsoft Office and event administration
• Willing to work weekends, public holidays, and flexible hours based on event needs
• Willing to be placed at Whistler Garden Indonesia – PIK 2