Event Planning Co-ordinator

Overview of Role

This is an exciting opportunity for a passionate, customer-focused, and highly organised individual to join the Titanic Belfast Hospitality Team as an Event Planning Coordinator.

As a key member of the Hospitality Department, the Event Planning Coordinator will be responsible for coordinating and supporting the planning and delivery of a diverse portfolio of events. Working closely with the Events Planning Manager and wider Hospitality Team, the role will ensure exceptional client service and the seamless execution of events from initial planning through to final delivery.

The Event Planning Coordinator will support the post contract planning and delivery of a wide range of events, from internal meetings and corporate functions to large-scale, luxury, and high-profile client events.

Working closely with clients and operational teams, the role will ensure event requirements are effectively coordinated and executed to the highest standard.

The successful candidate will collaborate with key departments across the business and contribute to regular planning and operational meetings, gaining valuable insight into all aspects of event delivery.

Main Duties and Responsibilities

• Develop and maintain a thorough knowledge of event spaces, capacities, menus, wine lists, AV equipment, and relevant health & safety legislation.
• Prepare and distribute detailed event briefing documentation to operational and supporting departments across the business.
• Coordinate the planning and logistics of internal meetings and events.
• Conduct client site visits and venue show rounds, showcasing the venue's facilities and event capabilities.
• Collaborate with clients and the wider Hospitality Team to create bespoke menus and tailored event experiences that exceed client expectations.
• Participate in training and development opportunities to enhance knowledge and skills across areas including Inclusivity, Service Excellence, and Food & Beverage.
• Work closely with the Business Sales Team to develop event proposals and support the conversion of client enquiries.
• Liaise with the Finance Team to ensure event payments are processed in accordance with company procedures and timelines.
• Provide department administration support when required.
• Manage event administration, including client communications, post contract planning, event briefs, and operational schedules.
• Create and develop client event materials, including menu proofs, floor plans, and event-specific documentation.
• Support the planning and delivery of a diverse portfolio of events, including large-scale, luxury, corporate, and social occasions, ensuring an exceptional client and guest experience throughout.

The above reflects the main elements associated with this position. It is not intended to be exclusive or exhaustive.

Core Competences

• Strong digital marketing, copywriting, and communication skills.
• Excellent verbal and non-verbal communication skills.
• Excellent personal planning and organisational skills.
• The ability to work within a team or on their own initiative.
• Ability to multitask and react to changing priorities.
• Ability to think proactively and in an innovative manner.

Essential Criteria

• A degree in Events Management, Hospitality Management, or a related discipline.
• A minimum of 2 years' experience in an events, hospitality, conference and banqueting, or customer-focused coordination role.
• Strong administrative skills with a high level of accuracy and attention to detail, and knowledge and experience in using Microsoft Office applications.
• Excellent verbal and written communication skills, with the ability to build positive relationships with clients, suppliers, and colleagues and work collaboratively as part of a team and across multiple departments.
• Experience coordinating events to include hospitality operations from planning through to delivery hand over; preparing event documentation, function sheets, event briefs, or similar operational communications internally and externally.
• Excellent organisational and time management skills, with the ability to manage multiple priorities and deadlines in an ever changing environment.
• A customer-focused approach with a commitment to delivering exceptional service and guest experiences.

Desirable Criteria

• An interest in and appreciation for the event management industry and its ever changing trends.
• Working knowledge of design software such as Canva.
• Experience using Event & Venue Management software.
• Awareness of and ability to maximise revenue opportunities.
• Working knowledge of industry compliance with all venue Health & Safety processes and procedures, including Public Liability requirements and Risk Assessments and Method Statements.