Conference & Meetings Coordinator

Job description

Company Description

Join the Team at Novotel & Ibis Rotorua

​​​​​​​ Located on the shores of Lake Rotorua and just steps from the vibrant Eat Street, Novotel & Ibis Rotorua offer guests the perfect base to explore New Zealand’s geothermal wonders. With two iconic brands under one roof, we provide outstanding service, comfortable accommodation, and a welcoming team environment. Be part of a dynamic hospitality team in the heart of Rotorua!

Are you ready to take your hospitality career to the next level? As our Conference & Meetings Coordinator, you will play a pivotal role in delivering outstanding conference and event experiences. This is a fantastic opportunity to work alongside a passionate sales team, contribute to exciting events, and grow your skills in a supportive environment.

Job Description

What you’ll do:

·  Respond promptly to conference and meeting inquiries, qualify leads, and collaborate closely with the Conference Manager and Sales team to secure new business.
·  Prepare accurate and professional proposals, contracts, and preliminary event packages that meet client needs.
·  Work cross-functionally with internal teams including Reservations, Food & Beverage, Banquets, Kitchen, and Front Office to ensure seamless event delivery.
·  Maintain detailed group booking records, manage room blocks, and ensure all client requirements are captured.
·  Prepare Banquet Event Orders (BEOs) and assist with pre-event briefings to support smooth operations.
·  Manage deposits, payments, and billing processes to ensure financial accuracy after events.
·  Provide valuable administrative support to the Sales & Marketing team including reporting and system updates.

Qualifications

What we’re looking for:

·  Minimum 2 years’ experience in a similar hospitality coordination role (preferred).
·  Tertiary qualification in Hospitality Management, Business, or a related field.
·  Strong client engagement skills with a proven ability to identify opportunities, negotiate contracts, and convert leads into successful events.
·  Excellent communication skills and confidence in presenting proposals and liaising with clients.
·  Exceptional organizational skills to manage multiple deadlines and coordinate events flawlessly.
·  Meticulous attention to detail to ensure accuracy in all event documentation.
·  Ability to prepare Banquet Event Orders, conduct pre-event meetings, and produce event reports.
·  Proficiency with Opera Cloud Software and CRM systems.

Additional Information

Additional Information

·  Learn your Way - Access to our Accor Academy so you can Earn while you Learn!
·  Work Your Way - Flexibility to ensure a work life balance!
·  Incredible Accor Heartist Benefits - including discounted Food & Beverage + Accommodation Worldwide
·  Access to our Employee Assistance Program
·  Accor Parental leave of 12 weeks

Our Commitment To Diversity & Inclusion

We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent. We offer reasonable adjustments to support you. If you require an adjustment to be made during the recruitment process, you're welcome to let us know