Meeting & Events Coordinator at Accor

Job Description

• Coordinate with clients to understand their event requirements and expectations.
• Develop detailed event proposals and timelines based on client needs.
• Liaise with internal departments such as catering, housekeeping, and audiovisual teams to ensure smooth event execution.
• Manage event budgets, including cost estimation, invoicing, and tracking expenses.
• Arrange for equipment and decor based on event needs, working with vendors and suppliers as required.
• Act as the primary point of contact for clients before, during, and after events.
• Conduct site visits, showrooms, and pre-event meetings with clients to ensure they are fully briefed on event logistics.
• Resolve any client concerns or requests in a timely and professional manner.
• Oversee the setup, execution, and breakdown of events.
• Ensure that all aspects of the event, from food and beverage services to technical support, run smoothly.
• Troubleshoot any issues that arise during the event, making real-time decisions to ensure success.
• Conduct post-event evaluations with clients to gather feedback.
• Prepare and submit detailed event reports to management.
• Ensure all equipment and materials are properly accounted for and returned to storage.
• Assist in promoting Gem Forest M Gallery Nairobi's meeting and event spaces to prospective clients.
• Participate in sales pitches, networking events, and marketing campaigns.
• Maintain and develop strong client relationships to secure repeat business.
• Manage event schedules, calendars, and bookings.
• Maintain accurate records of all events, including contracts, timelines, and invoices.
• Ensure compliance with health and safety regulations during events.

Qualifications

• Bachelor’s degree in Hospitality Management, Event Planning, or a related field.
• 2-3 years of experience in event planning, hospitality, or related roles, preferably in a luxury hotel environment.
• Strong organizational skills with the ability to manage multiple events simultaneously.
• Exceptional customer service and communication skills.
• Proficient in event management software and Microsoft Office Suite.
• Knowledge of audiovisual systems and event technologies.
• Budgeting and financial management experience.
• Ability to work under pressure and adapt to changing circumstances.
• Attention to detail with a creative mindset for event design and presentation.
• Team player with strong leadership and negotiation skills.
• Excellent time management and problem-solving abilities.