Event Coordinator

PT. WHISTLER GARDEN INDONESIA; Tangerang; On-site; IDR 78,120,000 - 133,920,000; Full time

Job summary

PT. WHISTLER GARDEN INDONESIA is seeking an Event Coordinator to manage every phase of events from planning to post-event activities.

You will be the primary on-site contact, coordinating with clients and internal teams to ensure the brief, rundown, and agreements are followed. Responsibilities include crafting rundowns, timelines, floor plans, and checklists; briefing departments; coordinating with banquet, F&B, housekeeping, engineering, and vendors; and delivering a professional event

Qualifications

• Minimum D3/S1 in Hotel Management, Hospitality Management, Event Management, Communication, or related field
• 2–3 years of experience as Event Coordinator or similar
• Experience managing weddings, corporate events, meetings, gatherings, exhibitions, or social events
• Strong event planning, coordination, and execution capabilities
• Ability to communicate and coordinate with clients, vendors, organizers, and all relevant departments
• Strong leadership and problem-solving abilities
• Ability to work under pressure and make quick decisions during events
• Detail-oriented and ensure event needs run according to brief, rundown, and client agreements
• Proficient in Microsoft Office and event administration
• Willing to work weekends, public holidays, and flexible hours
• Willing to be placed at Whistler Garden Indonesia – PIK 2

Responsibilities

• Coordinate all event requirements from preparation through post-event completion
• Serve as primary contact for operational coordination with clients during events
• Ensure all event details comply with the brief and established agreements
• Create and oversee implementation of rundown, timeline, floor plan, checklist, and event requirements
• Conduct briefing and coordinate with all relevant departments before events
• Coordinate needs with Banquet, F&B, Housekeeping, Engineering, Front Office, Security, Sales & Marketing, and related vendors
• Conduct venue checks before events to ensure cleanliness, layout, equipment, decoration, signage, tables/chairs, and other requirements are ready
• Monitor events and ensure all activities proceed according to rundown
• Handle issues or changing requirements in the field quickly and appropriately
• Ensure communication between client, vendors, and internal team runs smoothly
• Follow up on client special requests and ensure all needs are addressed
• Create reports and evaluations after events for continuous improvement
• Maintain service quality and ensure clients receive a professional and satisfactory event experience

Skills

Event planning

Coordination

Communication

Leadership

Problem-solving

Detail-oriented

Microsoft Office

Event administration

Customer service

Work under pressure

Education

Diploma or Bachelor's in Hotel/Hospitality/Event Management

Job description

An Event Coordinator responsible for coordinating all event needs from preparation, setup, event execution to post-event activities. You will be the main point of contact for operational coordination with clients during events, ensuring all details align with the brief and agreements established.

Key responsibilities

Coordinate all event requirements from preparation through post-event completion

Serve as primary point of contact for operational coordination with clients during events

Ensure all event details comply with the brief and established agreements

Create and oversee implementation of rundown, timeline, floor plan, checklist, and event requirements

Conduct briefing and coordinate with all relevant departments before events

Coordinate needs with Banquet, F&B, Housekeeping, Engineering, Front Office, Security, Sales & Marketing, and related vendors

Conduct venue checks before events to ensure cleanliness, layout, equipment, decoration, signage, tables/chairs, and other requirements are ready

Monitor events and ensure all activities proceed according to rundown

Handle issues or changing requirements in the field quickly and appropriately

Ensure communication between client, vendors, and internal team runs smoothly

Follow up on client special requests and ensure all needs are addressed

Create reports and evaluations after events for continuous improvement

Maintain service quality and ensure clients receive a professional and satisfactory event experience

About you

Minimum D3/S1 education in Hotel Management, Hospitality Management, Event Management, Communication, or related field

Minimum 2–3 years of experience as Event Coordinator, Event Executive, Wedding Coordinator, Banquet Coordinator, or similar position

Experience managing weddings, corporate events, meetings, gatherings, exhibitions, or social events

Strong event planning, coordination, and execution capabilities

Ability to communicate and coordinate with clients, vendors, organizers, and all relevant departments

Strong leadership and problem-solving abilities

Ability to work under pressure and make quick decisions during events

Detail-oriented with ability to ensure all event needs run according to brief, rundown, and client agreements

Ability to create and understand event rundown, floor plan, timeline, checklist, and event requirements

Ability to handle client/guest complaints professionally and provide appropriate solutions

Strong communication skills, confident, assertive, responsible, with high service attitude

Proficient in Microsoft Office and event administration

Willing to work weekends, public holidays, and flexible hours based on event needs

Willing to be placed at Whistler Garden Indonesia – PIK 2