Catering Conference Services Coordinator

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 preopening 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 departments daytoday operations by answering client inquiries preparing proposals and handling the logistics for upcoming events.

o Maintain eventrelated files and documentation ensuring that all information is uptodate 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 dcor are in place as per client specifications.

4. PreOpening Responsibilities:

o Contribute to the preopening 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 Riyadhs 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 hotels 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 events 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 clients vision.

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

7. PostEvent FollowUp:

o Assist with postevent 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 clients 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 Sofitels 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 Sofitels 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.

Qualifications :

Experience: Minimum of 23 years of experience in an event planning hospitality or administrative role preferably within a luxury hotel or event venue.

Education: Bachelors 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.

Personal Traits: A proactive serviceoriented individual with a passion for hospitality and luxury events. Ability to work in a fastpaced highpressure environment particularly during the preopening phase.

Remote Work :

No

Employment Type :

Fulltime