Are you passionate about creating exceptional events and delivering outstanding customer experiences? Caloundra RSL is seeking a highly organised and enthusiastic Functions & Events Planner Executive to join our team.
Position Summary:
Functions & Events Planner Executive is responsible for planning and coordinating exceptional events at Caloundra RSL. Acting as the primary point of contact for clients from initial enquiry through to event completion, this role ensures every event is well organised, professionally executed and provides an outstanding guest experience.
Working closely with internal departments, suppliers and clients, Functions & Events Planner Executive coordinates all event logistics and communicates event requirements to ensure seamless delivery.
Key Responsibilities:
Event Sales & Client Coordination
- Respond to event and function enquiries in a timely and professional manner.
- Conduct venue tours and consultations with prospective and confirmed clients.
- Prepare event proposals, quotations and booking confirmations.
- Build strong relationships with clients and provide guidance throughout the planning process.
- Convert enquiries into confirmed bookings through exceptional customer service.
Event Planning
- Coordinate all event details including catering requirements, room layouts, entertainment, styling, audiovisual requirements and event timelines.
- Prepare Event Orders (EOs), floor plans, run sheets and event documentation.
- Ensure event information is accurate and distributed to relevant departments within required timeframes.
- Coordinate external suppliers, entertainers and contractors where required.
Event Delivery
- Liaise with Food & Beverage, Operations, Kitchen, Reception, Maintenance and other departments to ensure events are delivered as planned.
- Conduct pre-event checks to ensure venues are presented to a high standard.
- Be available to assist with event execution when required, providing support to clients and operational teams.
- Resolve client requests or unexpected issues professionally and efficiently.
- Conduct post-event follow-up with clients and seek feedback to continually improve the guest experience.
Administration
- Maintain accurate event records within the venue booking system.
- Prepare client correspondence, confirmations and event documentation.
- Ensure all event information is current and communicated to relevant stakeholders.
- Maintain organised filing and administration systems.
Compliance & Standards
- Ensure all events comply with venue policies, licensing requirements and Workplace Health & Safety standards.
- Maintain a high level of professionalism and confidentiality.
- Contribute to continuous improvement of event planning processes and customer service standards.
Skills & Experience:
- Previous experience in event coordination, hospitality, venue coordination or customer service.
- Excellent organisational skills with the ability to manage multiple events simultaneously.
- Strong written and verbal communication skills.
- Exceptional attention to detail.
- Ability to build rapport with clients and internal stakeholders.
- Proficient in Microsoft Office and event booking systems particularly Ivvy.
- Ability to work independently while contributing positively to a team environment.
- Flexible availability, including occasional evenings and weekends to support key events.
Personal Attributes:
- Passionate about creating memorable guest experiences.
- Professional, approachable and customer-focused.
- Highly organised with excellent time management.
- Calm and adaptable under pressure.
- Positive, proactive and solution-oriented.
- Strong eye for detail and presentation.
- A collaborative team player who enjoys working in a fast-paced hospitality environment.
Caloundra RSL Services Club Inc is passionate about providing equal employment opportunities and embracing diversity to the benefit of all. We actively encourage applications from any background including people with a disability.
To join the amazing team at the Caloundra RSL Club click the Apply Now button to submit your resume!
Due to the number of applicants only shortlisted candidates will be contacted.
