Meetings & Events Coordinator

At Accor we believe that there is a place for everyone in the same way that our brands cater to all of our guests. That’s why we offer the greatest career opportunities, industry training and the chance to work in the most diverse locations in the hotel, resort and hospitality industry.

Who we are…

A sanctuary of style, Hotel Chadstone Melbourne MGallery offers the perfect luxury escape nestled close to the city of Melbourne and on the doorstep of Chadstone - The Fashion Capital. Our unique design marries both exclusivity and comfort allowing guests to feel a sense of home during their stay, whilst transporting them into a world of glamour and style. Five star luxury and opulence creates the perfect setting for our team to create special moments that our guests will remember forever. Join us at Hotel Chadstone Melbourne MGallery, where we create stories that stay.

We are looking for a Meetings & Events Coordinator to join our Sales team and provide essential coordination and administrative support across our Meetings & Events function.

This is a key support role, working closely with the Conference & Events Sales team to ensure confirmed events are accurately planned, communicated and coordinated with the hotel’s operational teams.

The role is primarily administration and coordination focused. You will manage event documentation, client communication, Event Orders, quotations, invoicing and event administration, while ensuring all relevant details are captured and communicated clearly. You will also support the Sales team with client site inspections, familiarisations and other activities throughout the event lifecycle.

You will be organised, detail focused and comfortable managing multiple events and deadlines at the same time. While the role is based within Sales, you will work closely with Food & Beverage and other hotel departments to help ensure our clients’ expectations are delivered.

What you’ll be doing

• Provide day-to-day administrative and coordination support to the Meetings & Events Sales team.
• Liaise with clients to gather and confirm all details relating to their confirmed meetings and events.
• Prepare and maintain detailed Event Orders in Delphi, ensuring information is accurate, complete and clearly communicated to the operational teams.
• Prepare event checklists and ensure all relevant event documentation is completed and up to date.
• Assist the Meetings & Events Sales Manager with conference proposals and quotations, including venue, function, menu and accommodation requirements.
• Coordinate the administration of events from confirmation through to post-event follow-up.
•  Assist with revenue postings, payment charges and invoicing, including following up with clients regarding prepayment requirements.
• Respond to client enquiries by phone and email in a timely and professional manner.
• Coordinate and assist with familiarisations and client site inspections.
• Prepare and coordinate event collateral including menus, signage, conference kits and other materials.
• Attend weekly Banquets Event Order meetings and relevant Sales meetings, ensuring information is accurately communicated and followed up.
• Maintain accurate conference databases and client contact information.
• Assist with reporting and other general administrative requirements for the Meetings & Events team.
• Work closely with Food & Beverage, Maintenance and other hotel departments to ensure event requirements are communicated and actioned.
• Assist the operational team with conferencing and outside catering requirements when required.
• Follow up with clients after events to gather feedback and support ongoing client relationships.

We’re looking for someone who enjoys being organised, keeping things on track and making sure the details are taken care of.

You will have:

• Previous experience in hospitality, hotels, events, administration or a similar coordination role.
• Strong administrative and organisational skills, with excellent attention to detail.
• Confident written and verbal communication skills.
• The ability to manage multiple tasks, deadlines and event requirements at the same time.
• A professional and friendly approach when communicating with clients and colleagues.
• Strong computer skills and confidence working with systems and databases. Experience with Delphi or a similar event management system will be highly regarded.
• A team focused approach and the ability to work effectively with Sales, Food & Beverage and other hotel departments.
• A willingness to learn and support the wider Conference & Events team.

What’s in it for you...

• The opportunity to join a luxury MGallery hotel in one of Melbourne’s leading lifestyle and retail destinations.

• A supportive and collaborative Sales and Events team.

• Career pathways within Accor, Australia’s largest hospitality group

• Worldwide accommodation and food & beverage discounts from your first day

• Industry-leading training and development opportunities

• A supportive, collaborative culture where your creativity and ideas are valued

• The opportunity to work across a diverse range of corporate meetings, conferences and events.

Apply now to become part of the story at Hotel Chadstone Melbourne MGallery. We can’t wait to welcome you!