Hotel Events Coordinator: Create Moments, Build a Global Brand

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

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.