Job Description
Coordinate with clients to understand their event requirements and expectations.
Develop detailed event proposals and timelines based on client needs.
Liaise with internal departments such as catering, housekeeping, and audiovisual teams to ensure smooth event execution.
Manage event budgets, including cost estimation, invoicing, and tracking expenses.
Arrange for equipment and decor based on event needs, working with vendors and suppliers as required.
Act as the primary point of contact for clients before, during, and after events.
Conduct site visits, showrooms, and pre-event meetings with clients to ensure they are fully briefed on event logistics.
Resolve any client concerns or requests in a timely and professional manner.
Oversee the setup, execution, and breakdown of events.
Ensure that all aspects of the event, from food and beverage services to technical support, run smoothly.
Troubleshoot any issues that arise during the event, making real-time decisions to ensure success.
Conduct post-event evaluations with clients to gather feedback.
Prepare and submit detailed event reports to management.
Ensure all equipment and materials are properly accounted for and returned to storage.
Assist in promoting Gem Forest M Gallery Nairobi’s meeting and event spaces to prospective clients.
Participate in sales pitches, networking events, and marketing campaigns.
Maintain and develop strong client relationships to secure repeat business.
Manage event schedules, calendars, and bookings.
Maintain accurate records of all events, including contracts, timelines, and invoices.
Ensure compliance with health and safety regulations during events.
Qualifications
Bachelor’s degree in Hospitality Management, Event Planning, or a related field.
2-3 years of experience in event planning, hospitality, or related roles, preferably in a luxury hotel environment.
Strong organizational skills with the ability to manage multiple events simultaneously.
Exceptional customer service and communication skills.
Proficient in event management software and Microsoft Office Suite.
Knowledge of audiovisual systems and event technologies.
Budgeting and financial management experience.
Ability to work under pressure and adapt to changing circumstances.
Attention to detail with a creative mindset for event design and presentation.
Team player with strong leadership and negotiation skills.
Excellent time management and problem-solving abilities.
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