Events Coordinator

Castlereagh Boutique Hotel; Sydney; On-site; AUD 60,000 - 75,000; Full time

Job summary

Castlereagh Boutique Hotel in Sydney CBD is seeking a hands-on Events Coordinator to join our boutique property. This full-time role works closely with Admin, Sales and F&B teams to manage event enquiries, bookings and administration with professionalism.

You will create floorplans, conduct site inspections, respond to clients, coordinate conferences, weddings and private dining, and drive yield. RSA and event management qualifications are preferred, with a proactive, detail-oriented approach.

Qualifications

• 2+ years experience in hotel, catering or event coordination.
• Strong communication and administration skills.
• Qualifications in event management or catering and RSA.
• Reactive sales experience, including quotes and follow-up.
• Ability to upsell and deliver exceptional customer service.
• Excellent attention to detail and ability to manage multiple events.
• Full Australian working rights.
• Comprehensive food and beverage knowledge.
• Experience coordinating conferences, weddings, dinners and accommodation bookings.

Responsibilities

• Handle event enquiries, bookings and administration with accuracy.
• Create and distribute floorplans and event documents.
• Conduct site inspections for clients and suppliers.
• Respond to client communications promptly and professionally.
• Collaborate with internal teams to ensure seamless events.
• Lead pre- and post-event briefs to ensure delivery.
• Manage invoicing, payments and reconciliation.
• Maintain client details and sales activity in the iVvy system.
• Prepare regular and ad-hoc reports for the General Manager.

Skills

Communication

Collaboration

Administrative skills

Upselling

Multitasking

Education

Event management qualification

RSA certification

Tools

iVvy system

Job description

A rare full time opening has arisen within the Castlereagh Boutique Hotel and NSW Masonic Club in Sydney CBD. We're a boutique lifestyle hotel with 83 rooms, 9 small to large function rooms housed in a heritage-listed building with a small and friendly team. This is a hands-on role and we're looking for someone who is passionate, professional, and thrives in a fast-paced hospitality/club environment.

Key responsibilities

• Working closely with the Admin, Sales and F&B teams to deliver exceptional guest and client experiences by managing all event-related enquiries, bookings and administration with professionalism, accuracy, and a strong focus on driving yield
• Creating and distributing accurate floorplans and event documentation
• Conduct site inspections for clients and suppliers to support event coordination and conversion
• Responding to client communications promptly and professionally
• Collaborate with internal teams to ensure seamless event execution and exceptional client experiences
• Leading pre- and post-event briefings to ensure successful delivery and feedback implementation
• Managing invoicing, payment tracking, and reconciliation
• Maintain accurate event information, client details, and sales activity within the iVvy system
• Prepare regular and ad-hoc reports for the General Manager

About you

• Previous experience (2+ years) in a similar role, ideally coming from a Hotel, Catering or Event company background
• Strong communicator, collaborative mindset and solid administrative skills
• Qualifications in event management or catering and RSA
• Reactive sales experience, including preparing quotes, managing correspondence, handling enquiries, and completing post-event follow-up
• A proactive, can-do attitude with excellent attention to detail
• Experience in delivering exceptional customer service, with confidence in upselling
• The ability to manage multiple events simultaneously while staying calm under pressure
• Full Australian working rights (essential)
• Comprehensive food and beverage knowledge
• Proven ability to coordinate conferences, weddings, dinners, private dining and accommodation bookings with accuracy and adherence to SOPs