Events Coordinator

25Hours Hotels; Sydney; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Free hotel stays

Employee discounts

ALL Heartists

Career development

Job summary

25hours Hotels in Sydney is seeking an experienced Meetings & Events Coordinator to own the planning and coordination of confirmed events from handover to final delivery. You will act as the primary contact for clients, coordinating timelines, menus, AV, and rooming requirements, while ensuring smooth cross-department collaboration.

Responsibilities include producing BEOs, maintaining event data in Delphi, coordinating group accommodations, and leading internal handover meetings.

Qualifications

• Experience in event coordination, hotel operations, conference and events or a comparable hospitality role.
• Excellent organization and attention to detail with the ability to manage multiple events and deadlines.

Responsibilities

• Own the planning and coordination of confirmed meetings, events and groups following commercial handover through to final operational handover.
• Act as the primary planning contact for confirmed clients, coordinating timelines, menus, AV, rooming requirements, floorplans, access, special requests and final event details.
• Support the activation and execution of internal marketing events, coordinating across Commercial, Marketing, F&B and Operations to ensure seamless delivery.
• Prepare, issue and maintain accurate Banquet Event Orders (BEOs) and supporting event documentation within agreed timelines.
• Maintain accurate confirmed booking, event detail, revenue and status information in Delphi and relevant hotel systems.
• Coordinate group accommodation requirements with Reservations and Front Office, including rooming lists, arrival information, VIPs and special requirements.
• Coordinate internal handover across Commercial, F&B, Kitchen, Rooms, Reservations, Front Office, Finance and other operational teams.
• Lead BEO and operational meetings, ensuring upcoming events are clearly understood and actions are assigned.
• Monitor event planning deadlines, deposits, final numbers, menus and other client requirements, escalating risks or gaps early.
• Ensure all contracted inclusions, upsells and special arrangements are accurately documented and communicated for delivery.
• Provide a weekly Meetings & Events report covering BEO status, upcoming events, confirmed and tentative business, space availability, key planning deadlines, operational risks, changes/cancellations and any dates or spaces requiring sales attention.
• Maintain a clear forward view of event-space availability so the Commercial Director and Sales team can identify need dates, compression dates and opportunities to drive additional business.
• Support post-event follow-up, feedback collection and the capture of repeat‑business opportunities for the Sales team.

Job description

Part of Ennismore, a global collective of entrepreneurial and founder-built brands that are rooted in culture and community, 25hours Hotels has made its Australian debut.

Introducing 25hours Hotel The Olympia, which opened in the vibrant Sydney suburb of Paddington. Housed within the iconic West Olympia Theatre, the hotel features 109 rooms, multiple dining spaces including The Palomar restaurant, Jacob the Angel café, and Monica, the roof-top bar. A new era awaits at 25hours Hotel The Olympia which will shape and transform the local hospitality scene, welcoming a vibrant and diverse team, bringing its vision to life.

Events at 25hours are all about bringing people together. They’re lively, local, and full of character connecting businesses, creatives, and the community in a way that feels real. We team up with neighbourhood partners, tap into local culture, and create moments that show what being a community hotel is really about.

This is your daily contribution to make 25hours The Olympia the most talked-about destination ...

Own the planning and coordination of confirmed meetings, events and groups following commercial handover through to final operational handover.

Act as the primary planning contact for confirmed clients, coordinating timelines, menus, AV, rooming requirements, floorplans, access, special requests and final event details.

Support the activation and execution of internal marketing events, coordinating across Commercial, Marketing, F&B and Operations to ensure seamless delivery.

Prepare, issue and maintain accurate Banquet Event Orders (BEOs) and supporting event documentation within agreed timelines.

Maintain accurate confirmed booking, event detail, revenue and status information in Delphi and relevant hotel systems.

Coordinate group accommodation requirements with Reservations and Front Office, including rooming lists, arrival information, VIPs and special requirements.

Coordinate internal handover across Commercial, F&B, Kitchen, Rooms, Reservations, Front Office, Finance and other operational teams.

Lead BEO and operational meetings, ensuring upcoming events are clearly understood and actions are assigned.

Monitor event planning deadlines, deposits, final numbers, menus and other client requirements, escalating risks or gaps early.

Ensure all contracted inclusions, upsells and special arrangements are accurately documented and communicated for delivery.

Provide a weekly Meetings & Events report covering BEO status, upcoming events, confirmed and tentative business, space availability, key planning deadlines, operational risks, changes/cancellations and any dates or spaces requiring sales attention.

Maintain a clear forward view of event-space availability so the Commercial Director and Sales team can identify need dates, compression dates and opportunities to drive additional business.

Support post-event follow-up, feedback collection and the capture of repeat‑business opportunities for the Sales team.

We are looking for you – with personality and that certain something …

Experience in event coordination, hotel operations, conference and events or a comparable hospitality role.

Excellent organisation and attention to detail with the ability to manage multiple events and deadlines simultaneously.

Strong written and verbal communication skills and confidence coordinating clients and multiple hotel departments.

Operationally minded with a clear understanding of what is required to translate a confirmed sale into a successful event.

Comfortable working with BEOs, rooming lists, event timelines and detailed client requirements.

Commercial awareness and ability to identify missing details, upsell opportunities and risks before handover.

Confident using hotel and event systems; experience with Delphi, Opera and SevenRooms is advantageous.

Flexible, calm and solutions-focused in a fast-moving lifestyle hotel environment.

What’s in it for you …

• Join an innovative, fast-growing, international group that’s committed to not just building new hotels but building a global brand;


• Get to know our 25hours hotels and stay for free for a maximum of 10 nights per year as an employee;


• Take advantage of being part of Ennismore and get generous discounts when visiting our bars and restaurants as well as booking hotel rooms all over the world;


• Access to Accor's ALL Heartists program, offering exclusive discounts, offers, and experiences at Accor hotels and partner locations;


• The chance to challenge the norm and work in an environment that is both creative and rewarding;


• A competitive package and plenty of opportunity for development.