Event coordinator

Responsibilities:

• Event Planning and Coordination: Meet with clients to understand their event needs, including weddings, corporate events, parties, and special occasions.
• Create detailed event proposals, including timelines, layouts, and budgets, ensuring alignment with client expectations and the restaurant’s capabilities.
• Coordinate with internal teams (kitchen, service, bar, etc.) to ensure all aspects of the event are planned and executed to perfection.
• Client Relationship Management: Serve as the primary point of contact for clients, managing all communications before, during, and after the event.
• Provide clients with updates on event progress, addressing any concerns and making necessary adjustments.
• Ensure a high level of customer satisfaction by delivering personalized service and exceeding client expectations.
• Vendor Coordination: Liaise with external vendors, such as decorators, photographers, entertainers, and rental companies, to secure services and manage contracts.
• Ensure that all vendors adhere to the event schedule and deliver services as agreed.
• Handle logistics related to vendor setup, delivery, and breakdown.
• Event Execution: Oversee the setup and breakdown of events, ensuring that all elements are in place according to the event plan.
• Manage the event on the day, coordinating staff, vendors, and logistics to ensure smooth operation.
• Troubleshoot any issues that arise during the event, making real-time decisions to maintain the flow and quality of the event.
• Budget Management: Develop and manage event budgets, ensuring that all expenses are tracked and within the allocated budget.
• Negotiate with vendors and suppliers to obtain the best possible pricing without compromising quality.
• Provide clients with transparent and detailed billing information post-event.
• Marketing and Promotion: Collaborate with the marketing team to promote events at the waterfront lounge, including creating promotional materials and social media content.
• Develop partnerships with local businesses and influencers to increase event bookings and brand visibility.
• Attend networking events and industry gatherings to promote the restaurant lounge as a premier event venue.
• Post-Event Activities: Conduct post-event evaluations with clients to gather feedback and identify areas for improvement.
• Coordinate with the accounting team to ensure all payments and invoices are processed correctly.
• Update event records and maintain a portfolio of successful events for future reference.
• Team Collaboration: Work closely with the restaurant’s management and staff to ensure that the event aligns with the venue’s capabilities and service standards.
• Train and guide staff on event-specific duties, ensuring they understand their roles and responsibilities during the event.
• Participate in regular meetings with the management team to discuss upcoming events, challenges, and opportunities for growth.
• Compliance and Safety: Ensure that all events comply with local regulations, including safety, health, and noise ordinances.
• Develop and implement contingency plans for emergencies, such as bad weather or power outages.
• Maintain a safe environment for all guests and staff during events, adhering to the venue’s safety protocols.

Requirements:

• Bachelor’s degree in Event Management, Hospitality, or a related field.
• Minimum of 3-5 years of experience in event planning or coordination, preferably in a hospitality or restaurant setting.
• Strong organizational skills with the ability to manage multiple events simultaneously.
• Excellent communication and interpersonal skills, with the ability to work effectively with clients, vendors, and staff.
• Creative thinking and problem-solving abilities, with a keen eye for detail.
• Ability to work under pressure and adapt to changing circumstances.
• Proficiency in event planning software and Microsoft Office Suite.
• Experience in coordinating events at outdoor venues.
• Knowledge of the Lagos event market and familiarity with local vendors and service providers.
• Ability to create visually appealing event setups that enhance the waterfront ambiance.
• Strong negotiation skills and budget management experience.

Work Environment:
The Event Coordinator will work in a vibrant, fast-paced environment, primarily at the waterfront restaurant lounge. The role requires flexibility, with the need to work evenings, weekends, and holidays based on event schedules. The position involves both office work and hands-on event management, requiring a balance of planning and execution skills.