Catering & Conference Services Coordinator

Company Description

Sofitel Riyadh Hotel & Convention Center: A Symphony of French Elegance and Saudi Arabian Warmth

The Sofitel Riyadh is dedicated to providing a five-star experience characterized by luxury, elegance, and impeccable service. The hotel's commitment to personalized attention ensures that each guest's stay is not just comfortable but memorable. Blending urban sophistication with refined opulence, the Sofitel Riyadh creates an atmosphere where every detail is thoughtfully curated to offer a unique and unforgettable experience.

Job Description

The Catering & Conference Services Coordinator at Sofitel Riyadh will be responsible for providing administrative and operational support to the Catering & Conference Services team in the planning and execution of all catering, meetings, and events. This position plays a critical role in ensuring smooth communication between clients and internal teams, assisting in the coordination of all event details, and delivering outstanding guest experiences. As part of the pre-opening team, the coordinator will contribute to establishing Sofitel Riyadh as a premier destination for luxury events and conferences.

Key Responsibilities

• Administrative Support:
• Provide comprehensive administrative support to the Catering & Conference Services team, including drafting contracts, preparing event orders, and maintaining accurate records of client
• Assist in managing the department’s day-to-day operations by answering client inquiries, preparing proposals, and handling the logistics for upcoming events.
• Maintain event-related files and documentation, ensuring that all information is up-to-date and easily accessible.
• Client Interaction & Coordination:
• Act as the first point of contact for clients inquiring about events, assisting with initial inquiries, and directing them to the appropriate team member.
• Schedule and coordinate client meetings, site visits, and walkthroughs, ensuring that all necessary details are gathered for the planning process.
• Assist in responding to client requests, making adjustments to event details, and ensuring that all changes are communicated effectively to internal teams.
• Event Planning & Execution Support:
• Support the Catering & Conference Services team in the planning and execution of events, including weddings, conferences, banquets, and social events.
• Coordinate with internal departments such as F&B, housekeeping, banquet staff, and audiovisual teams to ensure that all event requirements are communicated and met.
• Assist with event setups, ensuring that all logistics, including room layouts, table arrangements, audiovisual needs, and décor, are in place as per client specifications.
• Pre-Opening Responsibilities:
• Contribute to the pre-opening phase by assisting in the creation of Standard Operating Procedures (SOPs) for the catering and events department.
• Support the marketing and promotion of Sofitel Riyadh’s event spaces by coordinating with the sales team and assisting in generating leads for future events.
• Participate in client outreach and engagement activities to build a strong client base prior to the hotel’s opening.
• Banquet Event Orders (BEO) Preparation:
• Prepare detailed Banquet Event Orders (BEOs) for internal distribution, ensuring that all event details are accurately reflected, including timelines, menus, setups, and special requests.
• Distribute BEOs to all relevant departments and follow up to ensure everyone is aligned with the event’s requirements.
• Communication & Coordination:
• Act as a liaison between clients and the internal event operations teams, ensuring that all event requirements are understood and executed according to the client’s vision.
• Assist in facilitating seamless communication during the event execution phase, ensuring that any last-minute changes or client needs are addressed promptly.
• Post-Event Follow-Up:
• Assist with post-event tasks, including following up with clients for feedback and ensuring that billing and invoices are processed accurately and timely.
• Maintain client satisfaction records and work with the team to identify areas for improvement based on feedback.
• Budget & Financial Support:
• Assist in tracking event budgets and ensure that all expenses are properly documented and aligned with the client’s financial expectations.
• Support the CCS team in preparing cost estimates and proposals for clients, ensuring clarity and accuracy in financial communication.
• Vendor Coordination:
• Coordinate with external vendors such as florists, audiovisual companies, and decorators to ensure that services are aligned with event expectations and Sofitel’s luxury standards.
• Ensure that vendor services are delivered on time and that contracts and agreements are followed accordingly.
• Compliance & Safety:
• Assist in ensuring that all events adhere to Sofitel’s health and safety protocols, as well as any local regulations.
• Support the team in managing emergency procedures and event safety plans when required, especially for larger events.
  
  

Qualifications

• Experience: Minimum of 2-3 years of experience in an event planning, hospitality, or administrative role, preferably within a luxury hotel or event venue.
• Education: Bachelor’s degree in Hospitality Management, Event Management, Business Administration, or a related field is preferred.
• Skills:
• Strong organizational skills with a keen attention to detail.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with clients and colleagues.
• Ability to multitask and manage multiple events and projects simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with event management software or hotel CRM systems.
• Language Skills: Fluent in English; proficiency in Arabic is an advantage.
• Personal Traits: A proactive, service-oriented individual with a passion for hospitality and luxury events. Ability to work in a fast-paced, high-pressure environment, particularly during the pre-opening phase.