Events Officer

Lola Cafe; San Juan; On-site; PHP 320,000 - 480,000; Full time

Job summary

Lola Cafe in San Juan City is seeking an experienced Events Officer to lead planning and delivery of diverse events and activations. You will collaborate with clients, operations, and vendors to design engaging experiences, from inquiry through post-event follow-up.

The role emphasizes proactive client communication, detailed proposals, contracts, and seamless event execution to strengthen brand presence and drive engagement for our café community.

Qualifications

• Experience in planning and executing events or activations.
• Strong organizational and project management skills.
• Excellent communication with clients, vendors and internal teams.
• Attention to detail and ability to manage multiple events simultaneously.

Responsibilities

• Respond to event inquiries and client concerns.
• Prepare event proposals, quotations, packages, and costing.
• Prepare event contracts and documentation; secure approvals.
• Manage event calendar, bookings and venue details.
• Coordinate with clients, suppliers and performers.
• Oversee event day execution and client satisfaction.
• Monitor deposits and payments; coordinate with Finance.
• Post-event follow-up and documentation for future reference.

Skills

Event planning

Client coordination

Budgeting & costing

Vendor coordination

Contract management

Communication

Tools

MS Office

CRM tools

Job description

About us

Lola Cafe is a vibrant and dynamic establishment dedicated to creating memorable experiences for our guests. We pride ourselves on combining exceptional service, quality offerings, and a warm, welcoming atmosphere that reflects our commitment to community and culture. Our café is a gathering place where people connect, celebrate, and create lasting moments together.

About the role

We are seeking an experienced and creative Events Officer to join our team at Lola Cafe in San Juan City Metro Manila. This is a full-time position that plays a crucial role in elevating our brand presence and driving engagement through expertly executed events and activations. As Events Officer, you will be responsible for conceptualising, planning, coordinating and delivering a diverse range of events that strengthen our connection with customers and support our business objectives. This role offers the opportunity to make a tangible impact on our café's reputation and success through strategic event management.

Events Officer – Key Responsibilities

1. Event Inquiry & Client Coordination

   • Respond to event inquiries and client concerns.

   • Discuss event requirements, preferred dates, number of guests, budget, and package options.

   • Coordinate site visits and event consultations.

   • Maintain regular communication with clients from inquiry until event completion.

2. Proposal & Quotation Preparation

   • Prepare event proposals, quotations, packages, and costing based on client requirements.

   • Ensure pricing, inclusions, exclusions, and payment terms are accurate.

   • Coordinate with Operations, Finance, and Management for special rates or requests.

3. Contract Preparation & Documentation

   • Prepare event contracts based on the approved quotation and package.

   • Ensure all agreed terms, inclusions, payment schedules, cancellation policies, and client requirements are properly documented.

   • Secure client approval/signature and ensure contracts are properly filed.

   • Monitor contract status and follow up on unsigned or incomplete documents.

   • Coordinate contract revisions when there are approved changes to the event.

4. Event Booking & Calendar Management

   • Reserve and update event dates and venues.

   • Maintain accurate event calendars and booking records.

   • Ensure there are no scheduling conflicts.

   • Update the team regarding confirmed, tentative, cancelled, or rescheduled events.

5. Event Coordination & Endorsement

   • Prepare complete event endorsements for Operations and other concerned departments.

   • Ensure all event details are properly communicated, including:

     • Client requirements

     • Menu/package

     • Number of guests

     • Event timeline

     • Venue setup

     • Special requests

     • Supplier requirements

     • Payment status

     • Contract status

   • Conduct pre-event coordination with the Operations team.

6. Client & Supplier Coordination

   • Coordinate with clients, suppliers, performers, decorators, and other third parties.

   • Ensure external suppliers comply with restaurant policies and event requirements.

   • Coordinate ingress/egress schedules and supplier access.

7. Event Day Support

   • Act as the main Events representative during the event.

   • Coordinate with Operations to ensure the event follows the approved contract and event plan.

   • Address client concerns and last-minute requirements.

   • Monitor event execution and coordinate necessary adjustments.

8. Payment & Account Coordination

   • Monitor deposits, balances, and other event-related payments.

   • Coordinate with Finance regarding payment verification and outstanding balances.

   • Ensure events are properly cleared based on company payment policies.

9. Post-Event Responsibilities

   • Conduct client follow-up and gather feedback.

   • Coordinate settlement of remaining balances or charges.

   • Document incidents, additional charges, or changes during the event.

   • Maintain complete event records for audit and future reference.

10. Sales & Business Development

• Follow up on leads and pending proposals.

• Maintain relationships with existing clients and corporate accounts.

• Identify opportunities for repeat bookings and referrals.

• Meet assigned event sales/revenue targets, if applicable.