Events and Functions Planner

Greystones Recruitment; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Greystones Recruitment is seeking an organised, personable Events Planner to join an established hospitality business. If you love building client relationships, coordinating details and delivering memorable experiences, this role puts your planning skills to work.

From initial enquiry to handover, you’ll guide clients through the planning process and work with culinary and operations teams to ensure requirements are documented, communicated and ready for delivery.

Qualifications

• Experience in functions planning, event coordination, hospitality or a similar client-facing role.
• Strong organisational and time management skills.
• Ability to build rapport and understand each client's needs.
• Confidence preparing quotations and maintaining accurate event records.
• Collaborative mindset and the ability to work independently.
• Proficiency in Microsoft Office; experience with event booking systems is desirable.
• A passion for food, hospitality and memorable guest experiences.

Responsibilities

• Managing function enquiries and developing strong client relationships.
• Preparing tailored proposals, quotations and event documentation.
• Coordinating menus, beverage packages, dietary requirements, timings and venue arrangements.
• Conducting site inspections and client planning meetings.
• Keeping bookings, function sheets and event schedules accurate and up to date.
• Liaising with internal teams and external suppliers to confirm event requirements.
• Managing changes efficiently and keeping clients informed.
• Providing thorough handovers to operations teams and following up with clients after events.

Skills

Event planning

Client relations

Time management

Tools

Microsoft Office

Event booking systems

Job description

We’re looking for an organised, personable Events Planner to join an established hospitality business. If you love building client relationships, bringing details together and helping deliver exceptional experiences, this is an opportunity to put your planning skills to work.

About the role

From the first enquiry through to the final handover, you’ll guide clients through the planning process and turn their vision into a well‑coordinated event. Working closely with culinary and operations teams, you’ll ensure requirements are clearly documented, communicated and ready for delivery.

Your responsibilities will include:

Managing function enquiries and developing strong client relationships.

Preparing tailored proposals, quotations and event documentation.

Coordinating menus, beverage packages, dietary requirements, timings and venue arrangements.

Conducting site inspections and client planning meetings.

Keeping bookings, function sheets and event schedules accurate and up to date.

Liaising with internal teams and external suppliers to confirm event requirements.

Managing changes efficiently and keeping clients informed.

Providing thorough handovers to operations teams and following up with clients after events.

About you

You’re a warm, professional communicator who enjoys helping people bring their ideas to life. You combine excellent attention to detail with a practical approach, managing competing priorities and resolving challenges calmly.

You’ll bring:

Experience in functions planning, event coordination, hospitality or a similar client‑facing role.

Strong organisational and time management skills.

The ability to build rapport and understand each client’s needs.

Confidence preparing quotations and maintaining accurate event records.

A collaborative mindset and the ability to work independently.

Proficiency in Microsoft Office; experience with event booking systems is desirable.

A passion for food, hospitality and memorable guest experiences.