Job Overview:
Villatel, a leading hospitality company, is looking for a highly organized and detail-driven Events Coordinator to join our dynamic team. This role involves overseeing the full lifecycle of event planning—from conception and logistics to execution and post-event evaluation. The ideal candidate will be a proactive problem-solver with a passion for creating memorable guest experiences in a fast-paced environment. If you're enthusiastic about event coordination and thrive on multitasking, apply today!

Key Responsibilities:

Villatel Village Activities Program

• Plan, coordinate, and execute daily complimentary activities such as fitness classes, children's programming, and food concessions as part of our Villatel Village Activities Program.
• Develop and manage budgets for all activities, ensuring adherence to financial guidelines.
• Handle event registrations, including publishing links and monitoring enrollment and attendance.
• Collaborate with the marketing team to create and distribute promotional materials for events.
• Manage the "Villatel Village Experiences" inbox, responding promptly to guest and vendor inquiries.
• Coordinate with vendors, suppliers, and contractors to ensure timely, high-quality service delivery.
• Supervise on-site event setup and breakdown to ensure smooth operations and evaluate activities post-completion, gathering feedback and providing recommendations for future improvements.
• Ensure all events meet health and safety regulations, including securing required permits.
• Gather feedback after each activity and propose improvements for future programming.

Private Events

• Plan and execute a range of private events, including meetings, trade shows, social gatherings, corporate functions, and conferences.
• Liaise with clients ahead of events to finalize details and ensure expectations are clearly understood and met.
• Work with vendors and suppliers to guarantee quality and timely service.
• Prepare and manage event budgets to keep expenditures within approved limits.
• Create comprehensive event timelines with clear task assignments and deadlines.
• Design floor plans and oversee all event logistics, including setup and takedown.
• Ensure compliance with all safety and regulatory requirements.
• Manage on-site event operations, including staff supervision and real-time issue resolution.
• Conduct post-event evaluations and suggest enhancements for future planning.

 

Qualifications:

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field—or equivalent professional experience.
• Demonstrated experience in event coordination or a similar role.
• Exceptional organizational and time-management abilities.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office, event management software, and social media tools.
• Skilled in managing multiple events and shifting priorities effectively.
• Excellent attention to detail and strong problem-solving skills.
• Willingness to work flexible hours, including evenings and weekends.

      Preferred Skills:

• Experience with budgeting and financial oversight for events.
• Familiarity with local event venues and vendor networks.
• Event planning certification (e.g., CMP – Certified Meeting Professional) is a plus.