Event Planning Coordinator

Hyatt Hotels; Eastern Ontario; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading hospitality company in Kingston, Eastern Ontario is hiring an Event Planning Coordinator to oversee the execution of special events, ensuring client expectations are met with excellence. The role involves organizing details from booking to billing, engaging with clients, and coordinating with hotel departments. Candidates should have a degree in hospitality management and possess strong organizational and communication skills. Competitive salary and benefits are offered, including health insurance and 401(k) matching.

Benefits

Competitive Salary: $20.00/hour

Health Benefits: Medical, dental, and vision insurance

Free and discounted room nights

Discounts on food and beverage

401(k) matching and employee stock purchase plan

Tuition reimbursement and training programs

Qualifications

• 1–3 years of experience in event coordination, preferably in a hotel or hospitality environment.
• Exceptional communication skills and attention to detail are essential.
• Flexible to work evenings, weekends, and holidays.

Responsibilities

• Support execution of meetings, conferences, weddings, and events.
• Gather event requirements and manage client expectations.
• Coordinate with departments for smooth event execution.

Skills

Strong organizational skills

Multitasking skills

Communication skills

Interpersonal skills

Education

Bachelor’s degree in hospitality management or related field

Tools

Microsoft Office Suite

Event management software (e.g., Delphi, Opera)

Job description

The Event Planning Coordinator supports the execution of meetings, conferences, weddings, and other special events held at the hotel. This role bridges client expectations with operational excellence, ensuring all details, from initial booking to final billing, run seamlessly and deliver exceptional guest experiences.

What You’ll Do

Event Coordination

• Work closely with clients to gather event requirements, preferences, and budget details.
• Prepare event orders, banquet event sheets (BEOs), and room setups in coordination with internal departments.
• Serve as a point of contact before, during, and after events to ensure smooth execution.
• Coordinate with the kitchen, banquet, front office, and housekeeping teams to fulfill event requirements.
• Conduct site inspections and assist in client walkthroughs.

Administrative & Sales Support

• Maintain event files, contracts, and correspondence with clients.
• Support the sales team in preparing proposals and event quotations.
• Manage event calendars, track deposits, and assist with billing and payments.
• Compile post-event reports and gather guest feedback for continuous improvement.

Guest Relations

• Anticipate client needs and ensure prompt, courteous responses.
• Resolve on-site event issues efficiently and professionally.
• Promote the hotel’s facilities and services to encourage repeat and referral business.
• The position responsibilities outlined above are in no way to be construed as all encompassing. Other duties, responsibilities, and qualifications may be required and/or assigned as necessary.

Why Choose Hyatt?

At Hyatt, your success matters. We offer:

Benefits

• Competitive Salary: $20.00/hour
• Health Benefits: Medical, dental, and vision insurance starting after just 30 days
• Perks & Discounts:
  • Free and discounted room nights
  • Friends & family rates at Hyatt properties
  • Discounts on food and beverage
  • Exclusive savings on tech, wellness apps, and more (e.g., Apple, AT&T, Headspace)
• Work-Life Balance: Paid time off, including new child leave
• Retirement Support: 401(k) matching (up to 4%) and employee stock purchase plan
• Growth Opportunities: Tuition reimbursement and robust training programs
• Everyday Conveniences: Meal credit for employees

Join the award-winning team at Hyatt Regency Chesapeake Bay Golf Resort, Spa and Marina, a premier resort recognized for excellence in service, safety, and wellness. As part of a globally respected hospitality brand, you’ll contribute to exceptional guest experiences within a culture rooted in care, collaboration, and innovation. Our recent accolades include the 2024 U.S. News Best Hotels Gold Badge, GBAC STAR™ Accreditation, TripAdvisor’s Travelers’ Choice Award, and recognition as a 2024 Healthiest Maryland Business – Standout.

Qualifications

• Bachelor’s degree in hospitality management, Event Planning, or related field (preferred).
• 1–3 years of experience in event coordination, preferably in a hotel or hospitality environment.
• Strong organizational and multitasking skills with excellent attention to detail.
• Exceptional communication and interpersonal skills.
• Proficient in Microsoft Office Suite and event management software (e.g., Delphi, Opera).
• Flexible to work evenings, weekends, and holidays based on event schedules.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.