Event Coordinator

宴会及活动协调员

主要工作内容：

宴会及活动协调员注重解决问题，对细节高度重视，致力于打造、交付和维护Fotografiska访客、会员和团队无论在任何时候所获得的体验。

该职位要求候选人： 

• 协助活动合作经理进行潜在客户记录、分配和提案 

• 接听部门电话和处理留言 

• 与餐饮经理、活动合作经理以及活动制作人员一起参与客户现场考察 

• 与客户保持沟通，明确活动需求，包括菜单、外部供应商、技术与音视频设备、活动流程等 

• 时刻保持活动日历的更新状态 

• 在事件管理系统中更新新的菜单和服务项目

活动前期准备： 

• 准备并维护活动文件夹和相关文档 

• 创建、更新并维护活动功能表（BEOs） 

• 制作并传达活动场地平面图 

• 通知所有相关部门有关活动细节和变更 

• 确保所有必要的标识和宣传资料齐备 

• 与各部门负责人和活动制作人员保持沟通，确认所有活动细节并进行必要的调整和

• 变更

活动后期： 

• 与活动合作经理一起收集所有发票并完成最终报告 

• 在经理认为必要时，可能负责其他与活动/餐饮相关的任务

岗位要求：

• 教育背景：拥有酒店管理或相关专业的本科学位或同等资格

• 语言能力：优秀的普通话和英语口头、听力和书写沟通技巧

• 工作经验：在酒店或活动运营方面拥有3年以上经验

• 知识掌握 ：

  • 熟悉餐厅、酒吧/休息室的运营流程 

  •  熟悉Microsoft Office365套件，包括PowerPoint和Excel 

• 技能要求 ：

  •  出色的客户与会员交流能力，能够有效沟通Fotografiska的活动和各种项目、设施 

  • 具备在快节奏环境中成功执行各类活动的经验，尤其是在奢华/高档活动场地或酒店方面的经验 

  • 灵活主动，能够迅速积极地应对变化的环境 

  •  熟练使用Google日历/文档/Outlook/Chrome 

  • 具备在瞬间重新调整任务优先级的能力 

  • 必须始终成为Fotografiska品牌积极、精致、善于表达的代表形象

• 工作环境与时间安排 能够在部分夜晚、周末和假日工作。

Main Responsibilities:

Solution-oriented and taking pride in the details, the Event Coordinator builds, delivers, and stewards the moments that define Fotografiska Guests, Members, and team – past, present, and future. 

The role requires someone who is ready to: 

• Assist Event & Partnership Manager with lead logging, distribution, and proposals  

• Answer incoming department phone calls and voice messages 

• Participate in client walk-throughs with F&B Manager, Event & Partnership Manager, and Event Producers.

• Liaise with clients to outline event needs: menu, outside vendors, tech & A/V, run of show, etc. 

• Keep the events calendar up-to-date at all times. 

• Update the event management system with new menu items and offerings 

Event pre-production: 

• Preparing and maintaining event folders and paperwork 

• Creating, updating and maintaining event function sheets (BEOs) 

• Creating and communicating event floor plans 

• Keeping all relevant departments informed of event details and changes 

• Ensuring that all proper signage and collateral is in place 

• Liaise with Department Heads + Event Producer to confirm all details of events and make any adjustments and changes 

Post-event: 

• Work with Event & Partnership Manager to gather all invoices and process final reports 

• May be responsible for any other events/catering-related tasks when deemed necessary by managers 

Qualifications:

• Education: College degree specializing in hospitality management or equivalent qualification

• Language: Excellent communication skill in Mandarin and English verbal, listening and writing 

• Work Experience: 3+ year’s experience in hotel or event operations

• Knowledge:

  • Good knowledge of Restaurant, Bar/Lounge operational procedures
    Knowledgeable in Microsoft Office365 Suite including PowerPoint and Excel.

  • TripleSeat familiarity is a plus. 

• Skills:

  • Outstanding ability to converse with clients and members regarding Fotografiska events and our various programs and amenities. 

  • Possess experience in delivering all types of events with a strong focus on guest satisfaction in a fast-paced environment, ideally in a luxury/upscale event venue, and/or hospitality venue.

  • Flexible and proactive, responding quickly and positively to changing environments. 

  • Efficient with Google Calendar/Docs/Outlook/Chrome.

  • Possesses ability to successfully re-prioritize tasks in a moment's notice

  • Must always be a positive, sophisticated, and articulate ambassador of the Fotografiska brand 

• Working Environment and Schedule: Able to work on some nights, weekends, and holidays