Event Coordinator (PT or CAS)

Hyatt Place; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Hyatt Place Melbourne Caribbean Park is seeking an Event Coordinator to manage meetings, conferences and events from handover to completion. The role involves coordinating with clients and hotel teams to ensure Hyatt standards are met and guest experiences are seamless throughout the event planning journey.

The successful candidate will handle event administration, documentation and client communications while maintaining strong organization and attention to detail.

Qualifications

• Proven ability to manage multiple priorities and deadlines.
• Strong written and verbal communication is essential.
• High attention to detail and accuracy when preparing event documentation.

Responsibilities

• Coordinate all confirmed meetings, conferences and events from handover through to completion.
• Gather and document client event requirements and ensure details are communicated to operational departments.
• Prepare Event Orders, Group Briefs, rooming lists and seating plans.
• Liaise with F&B, Front Office, Housekeeping and other departments to deliver events successfully.
• Coordinate catering, meeting room setups and audiovisual requirements.
• Attend weekly operational meetings and provide event updates.

Skills

Excellent organisational skills

Tools

Envision (EMS)

Job description

Hyatt Place Melbourne Caribbean Park has set a new standard of accommodation located in the south-eastern suburbs of Melbourne, a mere 27 kilometres from the CBD. Ideally located for business and leisure travellers, the hotel boasts 171 stylish guestrooms and combines style and innovation to deliver casual hospitality and purposeful service in a smartly designed, high-tech and contemporary environment.

Delivering unparalleled comfort and luxury, the hotel will comprise of Archies Bar and Restaurant, grab-and-go food market, lobby lounge, 24-hour fitness center and flexible event space for up to 170 people.

About the Role

The Event Coordinator is responsible for coordinating meetings, conferences and events from initial handover through to successful completion. This role works closely with clients and hotel departments to ensure all event requirements are accurately planned, communicated and delivered to Hyatt standards. The Event Coordinator manages event administration, documentation, client communications and operational coordination while providing exceptional service throughout the event planning journey. Through strong organisation, attention to detail and a commitment to Hyatt's brand promise, the role contributes to memorable guest experiences and seamless event execution.

Main Responsibilities

• Coordinate all confirmed meetings, conferences and events from handover through to completion.
• Gather and document client event requirements and ensure all details are communicated effectively to operational departments.
• Prepare Event Orders, Group Briefs, rooming lists, seating plans and other event documentation as required.
• Liaise with Food & Beverage, Front Office, Housekeeping and other departments to ensure event requirements are delivered successfully.
• Coordinate catering requirements, meeting room setups and audiovisual requirements.
• Attend weekly operational meetings and provide updates regarding upcoming events.
• Conduct client planning calls and manage event-related correspondence in a professional and timely manner.
• Welcome and meet clients on event days where required, ensuring smooth event delivery.
• Follow Hyatt Event Standards for event administration, planning and execution.
• Maintain accurate event records, contracts, confirmations and supporting documentation in relevant systems.
• Utilise Envision (EMS) and other hotel systems in accordance with Hyatt policies and procedures.
• Assist with event reporting, forecasting and administrative tasks as required.
• Ensure payment schedules, deposits and event documentation are accurately recorded and followed up where required.
• Deliver Hyatt's brand promise and provide exceptional service to clients throughout the event planning journey.
• Build positive relationships with clients through professional communication and attention to detail.
• Follow up after events to obtain feedback and identify opportunities for continuous improvement.
• Provide courteous and professional support to both external clients and internal departments.
• Participate in Hyatt learning and development programs.
• Maintain knowledge of hotel products, services and event offerings.
• Support continuous improvement of event planning processes and guest experience initiatives.

Application Requirements

• Previous experience in event coordination, hospitality operations, conference & events, or a similar customer-focused role.
• Excellent organisational and administrative skills, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, with the ability to build positive relationships with clients and colleagues.
• High attention to detail and accuracy when preparing event documentation, reports, and client correspondence.
• Proficiency in Microsoft Office Suite; experience with Envision (EMS) or similar event management systems is highly regarded.
• Flexible, proactive, and team-oriented approach, with the ability to support events outside standard business hours when required.

A career with Hyatt opens a world of opportunities. We have continually been named one of the World’s Best Multinational Workplaces.

Our values of Empathy, Creativity, Fun, Humility, Integrity and Respect are at the core of what we do. Our family atmosphere is what keeps our associates highly engaged. To get a peek of how our colleagues experience the brand, check out #InAHyattWorld or #WorldofHyatt

Must have availability to work on-site 3-days per week between Monday-Wednesday 9am-5pm, or Wednesday-Friday 9am-5pm.

FULL WORKING RIGHTS IN AUSTRALIA REQUIRED