Conference and Event Coordinator (Part-time)
WHO WE ARE
Established in 1987, DCOH is a locally owned and operated construction, development, operations and hospitality company. Under the banner of Thyme Hospitality.
DCOH owns and operates a portfolio of hotels and venues. The portfolio includes Novotel Darwin CBD, Courtyard by Marriott and the Frontier Hotel along with the associated restaurants and bars at these locations.
Forming part of the fabric of Darwin and the Northern Territory, we are committed to supporting the local community through strong buy local policy, longstanding partnerships, relationships and sponsorships with local community enterprises and an employ-local first ethos.
Join the team and be part of our common goal to contribute to the growth and prosperity of our community through excellence, leadership and integrity.
WHO YOU ARE
You are an organised, detail-oriented individual with a passion for delivering exceptional service in a fast-paced environment. You thrive on creating seamless, professional experiences for clients, and have a keen eye for detail when coordinating events. Your qualities include:
- Proven experience in conference and event coordination or a similar role within the hospitality or events industry.
- Strong communication skills, both written and verbal, with the ability to liaise effectively with clients, vendors, and internal teams.
- Ability to manage multiple tasks and deadlines simultaneously while maintaining a high standard of organisation and professionalism.
- Excellent attention to detail with a focus on delivering outstanding service and event execution.
- A proactive, can-do attitude with the ability to anticipate and resolve issues before they arise.
- Flexibility and adaptability, with the ability to work under pressure and manage changing priorities.
- Proficiency in office software (e.g., Microsoft Office Suite) and event management systems.
- Experience in food & beverage coordination and an understanding of service standards.
- Knowledge of the conference and event industry, including the coordination of venue, function, menu, and accommodation costs.
- Assist in the maintenance of the conference database of key contacts and clients.
- Prepare and follow up on conference proposals in collaboration with the Business Development Manager.
- Provide assistance in the formulation of quotations for conference proposals, covering venue, function, menu, and accommodation costs.
- Set up conference rooms promptly and accurately, adhering to function sheets and specifications.
- Ensure all food and beverage requirements are delivered on time and meet client expectations.
- Provide food & beverage service to required standards.
- Oversee the organisation of conference activities and events from confirmation through to post-event follow-up, ensuring client satisfaction.
- Coordinate and host familiarisation tours and site inspections, following up with clients as needed.
- Coordinate and produce conference collateral material, such as conference kits and direct mail pieces, in collaboration with the Business Development Manager.
- Assist in collating marketing collateral and promotional materials.
- Create professional menus and signage tailored to the client’s specific needs.
- Attend and actively participate in weekly Banquets Event Order meetings, and, where necessary, sales meetings, maintaining confidentiality as required.
- Assist in managing food and beverage service within and outside conference catering areas.
- Maintain high standards of cleanliness, organisation, and maintenance in conference areas, back of house, tableware, and equipment.
- Liaise regularly with the Maintenance team to ensure maintenance requests are completed swiftly, with a focus on guest needs.
- Coordinate with other departments to ensure preparations for conferences are completed on time.
- Maintain regular communication with the Business Development Manager to achieve departmental goals.
- Adhere to emergency communication procedures, ensuring media enquiries are directed to the nominated spokesperson.
- Ensure adherence to Responsible Service of Alcohol (RSA) principles and maintain current RSA certification.
WHAT’S NEXT
If you are interested in this position, please submit your CV and cover letter which describes who you are and addresses the criteria detailed above.