Position Overview
The Wedding & Function Sales Coordinator plays a pivotal role in promoting and coordinating weddings, social events, and private functions at Eatons Hill Hotel. This position requires a passionate and customer-focused professional with a flair for event sales, exceptional attention to detail, and strong organisational skills.
The successful candidate will manage client enquiries from initial contact through to post-event follow-up, ensuring each event reflects the venue's reputation for excellence in service, presentation, and guest experience.
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Key Responsibilities
Sales & Enquiry Management
* Serve as the first point of contact for all wedding and function enquiries via phone, email, and walk-ins.
* Qualify leads, identify client needs, and recommend suitable venues, menus, and packages.
* Prepare customised proposals, quotes, and contracts aligned with clients' budgets and event vision.
* Conduct venue showings and confidently present Eatons Hill Hotel's facilities and services.
* Maintain timely and professional communication with all prospective and confirmed clients.
Event Coordination
* Oversee all event details from booking confirmation to handover to the operations team.
* Develop and manage event documentation including function sheets, room setup diagrams, and event timelines.
* Liaise with internal departments including catering, operations, AV, and accommodation to ensure seamless execution.
* Coordinate rehearsal schedules and pre-event meetings with clients (particularly for weddings).
* Ensure compliance with venue policies, licensing, and safety standards.
Client Relationship Management
* Build and maintain strong relationships with clients to foster repeat business and referrals.
* Provide personalised service before, during, and after each event, ensuring satisfaction at every stage.
* Gather and report client feedback to identify opportunities for service improvement.
* Follow up with clients post-event with thank-you notes and feedback requests.
Revenue & Business Development
* Support the Sales & Events Manager in achieving monthly and annual sales targets.
* Identify opportunities to upsell premium services (e.g. beverage upgrades, décor packages, AV, accommodation).
* Participate in wedding expos, open days, and promotional activities to increase awareness of the venue.
* Contribute to marketing initiatives, content creation, and social media activities showcasing the venue's event offerings.
Administration & Reporting
* Maintain accurate records of all enquiries, bookings, contracts, and correspondence within the CRM system.
* Track deposits, final payments, and ensure invoicing accuracy.
* Prepare regular sales and event reports to support management decisions.
* Ensure confidentiality and professional handling of client and business information.
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Skills & Experience
Essential:
* Minimum 2 years' experience in a hotel, venue, or event coordination/sales environment.
* Strong knowledge of event operations, catering, and wedding industry trends.
* Proven ability to manage multiple clients and events simultaneously.
* Excellent written and verbal communication skills.
* Professional presentation and a client-focused attitude.
* Proficiency in MS Office and venue management systems (e.g., Opera, Delphi, Priava, or similar).
Desirable:
* Previous experience coordinating weddings or large-scale social functions.
* Hospitality, Event Management, or Business qualification.
* Experience working within a hotel environment with accommodation and F&B outlets.
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Personal Attributes
* Highly organised with exceptional attention to detail.
* Confident communicator and relationship builder.
* Calm and solution-focused under pressure.
* Creative thinker with an eye for presentation and event styling.
* Flexible to work evenings, weekends, and event days as required.
* Team player with a proactive, positive attitude.
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Key Performance Indicators (KPIs)
* Achievement of monthly and annual sales targets.
* Conversion rate from enquiry to confirmed booking.
* Client satisfaction and post-event feedback ratings.
* Accuracy and timeliness of event documentation.
* Collaboration and communication effectiveness with internal departments.
For further information please contact our Conference & Functions Sales Manager via
We look forward to hearing from you