Conference & Event Coordinator (Part-time)

EVT Limited; Wellington; Hybrid; NZD 23,000 - 32,000; Part time

Benefits offered by this job

50% off dining and stays across EVT &

$2 movie tickets + discounts on Gold/1

Job summary

EVT Limited's QT Wellington is seeking a Conference and Events Coordinator to join part-time, reporting to the Director of Sales. You’ll coordinate conferences, weddings, private dining and corporate functions, with a minimum of 20 hours per week, ensuring details are flawless and guest expectations are exceeded.

You’ll work closely with internal teams and clients, manage quotes and enquiries in iVvy, and attend on-site events as needed.

Qualifications

• Experience coordinating conferences, weddings and private dining.
• Excellent organisational skills and attention to detail.
• Strong communication and client-relations abilities.
• Experience with iVvy or similar tools is a plus.
• Willingness to be on-site for events outside hours.

Responsibilities

• Manage daily sales administration and reactive sales activities including preparing quotes, handling enquiries, following up leads and maintaining accurate records in iVvy.
• Assist in the coordination of conferences, dinners, weddings, accommodation and private dining bookings, ensuring all details are booked, updated and communicated accurately and on time.
• Work closely with back-of-house teams to ensure events are planned and executed in line with client expectations, attending on-site for special events as required.
• Conduct site inspections for clients and third-party suppliers, showcasing the QT Wellington event spaces with professionalism and genuine enthusiasm.
• Prepare regular sales reports as directed by the Director of Sales and conduct post-event follow up to secure future business for the hotel and EVT group.
• Act as a brand ambassador for QT Wellington, attending all scheduled meetings and supporting other departments and colleagues when needed.

Skills

Conference events

Hotel sales

Organisational skills

Client relationships

iVvy

On-site availability

Tools

iVvy

Job description

About EVT

QT Wellington is part of EVT, one of Australasia's market-leading experience creators offering careers that can take you wherever you want to go across entertainment, ventures, and travel. In a world of cookie cutter experiences, here at EVT we believe in changing the game. It's why we all call ourselves Daymakers because each day is a chance to add the wow factor for our customers and continually grow in our own careers.

QT Hotels & Resorts is EVT's premium lifestyle hotel brand, with locations in Australia, New Zealand and Singapore. Pioneers behind the philosophy of 'unexpected and unrequested', with every guest engagement presenting an opportunity to delight, and every QT property inspired by local influence with signature quirk. And our people? With personalities as diverse as each property, individuality is more than encouraged.

EVT has an endless range of roles and career paths to explore across over 140 entertainment experiences like Event Cinemas and Moonlight Cinemas, 150 award-winning restaurants and bars, and 80+ hotels, including QT, Rydges, Atura, LyLo, Independent Collection and Australia's most loved year-round alpine resort, Thredbo. Our ventures include a ~$2.3B property portfolio and hotel management, just to name a few. Once you're in, there's no limits on where your career could take you.

The Role

If you love the detail, the client relationship and the satisfaction of a perfectly executed event, this one's for you. Reporting to the Director of Sales at QT Wellington, the Conference and Events Coordinator is a part-time role at the heart of the hotel's events operation, from coordinating conferences and weddings through to private dining and corporate functions. This is a part-time role with a minimum guaranteed 20 hours per week. You'll work closely with internal teams and external clients to make sure every event lands exactly as planned and leaves guests wanting to book the next one.

Key Responsibilities

• Manage daily sales administration and reactive sales activities including preparing quotes, handling enquiries, following up leads and maintaining accurate records in iVvy.
• Assist in the coordination of conferences, dinners, weddings, accommodation and private dining bookings, ensuring all details are booked, updated and communicated accurately and on time.
• Work closely with back-of-house teams to ensure events are planned and executed in line with client expectations, attending on-site for special events as required.
• Conduct site inspections for clients and third-party suppliers, showcasing the QT Wellington event spaces with professionalism and genuine enthusiasm.
• Prepare regular sales reports as directed by the Director of Sales and conduct post-event follow up to secure future business for the hotel and EVT group.
• Act as a brand ambassador for QT Wellington, attending all scheduled meetings and supporting other departments and colleagues when needed.

What You'll Bring

• Previous experience in a conference and events coordination or hotel sales support role.
• Strong organisational skills and exceptional attention to detail, with the ability to manage multiple bookings and client relationships simultaneously.
• Confident, professional communication skills and a genuine passion for delivering outstanding client experiences.
• Experience with iVvy or similar event management systems is an advantage.
• Flexibility to be present on-site for events outside standard business hours when required.

How You Work

• Daymaker ethos, no one's too big for the small things.
• Owner's mindset, acts on data and feedback to drive continuous improvement.
• Resilient and solutions-focused, stays calm and moves fast.
• Inclusive team player, values diverse perspectives and builds belonging.

Perks from Day One

As part of EVT, you unlock Elevate Perks from your first day. Parity for all levels, no ivory towers.

• 50% off dining and stays across EVT hotels, QT, Rydges, Atura, LyLo and more.
• $2 movie tickets + discounts on Gold Class, Moonlight Cinema and Candy Bar.
• Seasonal perks at Thredbo.
• Rapid career growth across our hotel & entertainment network.
• Paid parental leave; community & volunteering opportunities.

We welcome applicants from all backgrounds and review applications as they come in, don't wait! We can't wait to see the places your career will go with EVT.