Event Services Manager (Up to 5.4K/ Orchard/ AWS)

Job Summary

The Event Services Manager (Rooms & Residential)is responsible for coordinating the end-to-end operational requirements of residential groups, group room blocks, and catering events to ensure seamless delivery from pre-arrival planning through event execution and post-event follow-up. Acting as the key liaison between clients and hotel departments, the role translates confirmed business requirements into clear operational plans while ensuring room arrangements, event requirements, guest experiences, and commercial commitments are delivered accurately and consistently.

Areas of Focus

This role focuses on residential group coordination, room block management, event planning and execution, client servicing, Banquet Event Order management, VIP arrangements, interdepartmental coordination, billing accuracy, and post-event follow-up. The position ensures confirmed group and event requirements are effectively communicated and executed across hotel operations.

Strategic Responsibilities / Duties

1. Manage residential group requirements from handover through completion, ensuring all confirmed room and event arrangements are accurately coordinated.
2. Manage group rooming lists, arrival and departure patterns, room allocations, special requests, and other accommodation requirements.
3. Coordinate closely with Reservations and Front Office to ensure accurate room block management and smooth group arrival and departure experiences.
4. Monitor group room pickup, cut-off dates, release dates, and changes to room requirements, providing timely updates to Sales, Revenue Management, Reservations, and relevant stakeholders.
5. Prepare comprehensive group resumes, event information, and internal communications to ensure operational departments have accurate and timely information.
6. Coordinate VIP arrangements, amenities, transportation requirements, and special arrangements for group organisers and key attendees.
7. Review and manage Banquet Event Orders to ensure event requirements, timings, setups, menus, audiovisual requirements, and other operational details are accurately documented.
8. Coordinate with Banquet Operations, Culinary, Food and Beverage, Engineering, Information Technology, Front Office, Housekeeping, Security, and external service providers to ensure event requirements are operationally ready.
9. Conduct pre-event meetings and briefings with clients and internal stakeholders to confirm final arrangements, responsibilities, and operational requirements.
10. Serve as the primary operational contact for assigned clients during residential programmes and events, ensuring enquiries, changes, and concerns are addressed promptly.
11. Monitor onsite event execution, including function room setup, Food and Beverage service, audiovisual requirements, guest movement, and overall event flow.
12. Resolve operational issues and last-minute changes in collaboration with relevant departments while minimising disruption to the client and guest experience.
13. Build effective client relationships through timely communication, accurate follow-up, and professional management of event requirements.
14. Support Sales and Catering team members with site inspections, client walkthroughs, planning meetings, and operational discussions when required.
15. Ensure contracted services, room arrangements, event requirements, and other agreed deliverables are accurately communicated and fulfilled.
16. Maintain accurate records of client correspondence, event changes, room requirements, billing instructions, and supporting documentation.
17. Coordinate with Finance and relevant departments ond eposits, billing arrangements, final charges, and post-event billing reconciliation.
18. Conduct post-event follow-up, consolidate client feedback, and communicate relevant observations and improvement opportunities to internal stakeholders.
19. Prepare event summaries, operational reports, forecasts, and other departmental reports as required.
20. Maintain accurate information within relevant hotel systems and ensure compliance with departmental policies, procedures, documentation, and audit requirements.
21. Perform other duties as assigned by the direct reporting manager.

Key Skills and Requirements

1. Diploma or Degree in Hospitality Management, Events Management, Business, or a related discipline.
2. Relevant experience in hotel event services, catering, group coordination, reservations, front office, or a related hospitality function is advantageous.
3. Good understanding of residential groups, room blocks, event coordination, Banquet Event Orders, and hotel operational workflows.
4. Experience with Opera, Delphi, or equivalent hotel and event management systems is advantageous.
5. Strong organisational and planning skills with attention to detail and the ability to coordinate multiple events, deadlines, and operational requirements.
6. Strong written and verbal communication skills with the ability to manage clients and collaborate effectively across hotel departments.
7. Good problem-solving skills with the ability to manage changes and operational issues in a fast-paced hotel environment.
8. Willingness to work flexible hours, including weekends and public holidays, according to event and operational requirements.