Functions & Events Co-ordinator
Location: Melbourne (Multi-site)
Employment Type: Casual/Contract
About YASSAS
YASSAS is one of Melbourne's leading Greek restaurant groups, bringing people together through authentic food, vibrant culture and genuine Greek hospitality. With multiple venues across Melbourne, we specialise in memorable dining experiences, celebrations, corporate functions and private events.
We are looking for an organised, energetic and customer-focused Functions & Events Co-ordinator to take ownership of our function and event bookings across all YASSAS locations.
This is a dynamic role that combines sales, customer service, administration and event coordination. You will be responsible for converting enquiries into bookings, managing online venue listings, coordinating events from enquiry to execution, and ensuring every function reflects the YASSAS experience.
Key ResponsibilitiesFunction & Event Sales
- Manage all function and event enquiries received via phone, email, website, social media and booking platforms.
- Respond promptly to enquiries and convert leads into confirmed bookings.
- Conduct venue inspections and client meetings.
- Prepare quotations, event proposals and booking confirmations.
- Upsell food, beverage packages and additional event services.
- Build strong relationships with corporate clients, community groups and returning customers.
- Follow up enquiries and maintain an excellent conversion rate.
Booking Management
- Manage bookings across all YASSAS venues.
- Maintain accurate booking records and event details.
- Coordinate event calendars to maximise venue utilisation.
- Prepare event run sheets and communicate all booking details to venue management.
- Ensure deposits, confirmations and final guest numbers are received within required timeframes.
- Produce weekly booking and sales reports.
Online Venue & Booking Platforms
Take ownership of all online function listings and booking channels, including but not limited to:
- VenueNow
- HeadBox
- Venue Crew
- Tagvenue
- Google Business Profile
- Website enquiries
- Corporate booking platforms
- Any future lead generation platforms
Responsibilities include:
- Creating and maintaining venue profiles.
- Updating photography, menus, capacities and function packages.
- Ensuring all venue information remains accurate and current.
- Monitoring enquiry response times.
- Optimising listings to increase qualified enquiries.
- Identifying new platforms to generate additional bookings.
Function Pack Management
Take full ownership of all function documentation including:
- Function Packages
- Set Menus
- Beverage Packages
- Venue Information
- Floor Plans
- Capacity Guides
- Corporate Packages
- Christmas Function Packs
- Seasonal Event Packages
- Booking Terms & Conditions
- Event Run Sheets
- Frequently Asked Questions
Ensure all documents remain accurate, professionally presented and aligned with the YASSAS brand.
Event Coordination
Coordinate every confirmed event from enquiry through to successful delivery by:
- Confirming guest numbers and dietary requirements.
- Coordinating menus with the kitchen.
- Liaising with Venue Managers and operational teams.
- Preparing detailed event run sheets.
- Organising room layouts and seating plans.
- Coordinating AV, entertainment and styling requirements where applicable.
- Ensuring every event is fully prepared before guest arrival.
Multi-Location Venue Support
This position supports all YASSAS restaurants and requires regular travel between venues across Melbourne.
The successful candidate will:
- Visit each venue regularly or as per client requirements.
- Conduct venue inspections with clients.
- Ensure event spaces are presented to YASSAS standards.
- Work closely with Venue Managers to coordinate upcoming functions.
- Oversee function setup and ensure all client requirements have been met.
- Become familiar with each venue's layout, capacities and event capabilities.
- Support operational teams during major events when required.
A current driver's licence and reliable transport are highly desirable.
Marketing & Business Development
Work closely with the Marketing team to:
- Promote seasonal function packages.
- Assist with event marketing campaigns.
- Develop relationships with local businesses and corporate clients.
- Identify opportunities to grow private dining, celebrations and corporate events.
- Showcase successful events through photography and social media content.
Customer Experience
Deliver exceptional customer service by:
- Providing timely and professional communication.
- Offering personalised recommendations.
- Managing client expectations.
- Resolving issues promptly and professionally.
- Following up after each event.
- Encouraging repeat bookings and customer referrals.
Skills & Experience
The ideal candidate will have:
- Previous experience in hospitality functions, event coordination or venue sales.
- Experience using hospitality booking, reservation or event management systems.
- Confidence managing multiple bookings across different venues.
- Strong sales and customer service skills.
- Excellent verbal and written communication.
- Exceptional organisational and time management skills.
- High attention to detail.
- Strong computer skills including Microsoft Office and Google Workspace.
- Ability to work independently and manage multiple priorities.
- A proactive and solutions-focused attitude.
Experience with booking and reservation platforms such as SevenRooms, OpenTable, ResDiary, Now Book It, VenueNow, HeadBox, Tagvenue, Venue Crew or similar hospitality systems will be highly regarded.
Essential Requirements
- Willingness to travel regularly between multiple YASSAS locations.
- Current driver's licence and reliable transport preferred.
- Flexibility to work evenings and weekends when required for events.
- Ability to build strong relationships with venue teams and clients.
- Passion for hospitality and creating memorable guest experiences.
Key Performance Indicators (KPIs)
- Function enquiry response time within 2 business hours.
- High enquiry-to-booking conversion rate.
- Achievement of monthly function revenue targets.
- Growth in corporate and private event bookings.
- Increased bookings generated through online venue platforms.
- High customer satisfaction and repeat booking rates.
- Accurate event documentation and booking records.
- Quarterly review and maintenance of all function packs and venue information.
- Strong collaboration with venue managers and operations teams.
Why Join YASSAS?
At YASSAS, we believe every celebration should feel like gathering around a Greek family table. You'll be part of a passionate team committed to creating memorable experiences while helping grow one of Melbourne's most loved Greek restaurant groups.
If you're passionate about hospitality, enjoy building relationships, thrive in a fast-paced environment and love creating exceptional events, we'd love to hear from you.
This role is an on-site role and requires continuous presence on worksite. Also this role may convert into a part/full-time role.
Pay: $35.00 – $40.00 per hour
Work Location: In person
