Meeting & Events Coordinator

Pan Pacific Hotels Group has over 50 Hotels, Resorts and Serviced Suites worldwide. Our guests and our associates are at the heart of everything we do. In Australia, Pan Pacific Hotels Group owns and operates six hotels including Pan Pacific Melbourne, which is conveniently located in the heart of South Wharf providing easy access to the Melbourne Convention and Exhibition Centre, Central Business District and key local attractions.

We are seeking an organised, customer-focused Meetings & Events Coordinator to join our hotel team on a 10-month fixed-term contract to cover maternity leave.

This role is responsible for the seamless planning, coordination, and execution of conferences, meetings, corporate functions, and special events held within the hotel. Working closely with clients, operational departments, and hotel leadership, you will ensure every event is delivered to an exceptional standard from initial handover through to post-event follow-up.

Key Responsibilities

• Coordinate confirmed meetings, conferences and events.

• Liaise with clients to finalise event requirements, schedules, room setups, catering selections, and special requests.

• Prepare and maintain accurate Event Orders, function sheets, contracts and other event documentation

• Communicate event requirements clearly to internal departments including Food & Beverage, Front Office, Housekeeping, Kitchen, and Maintenance teams.

• Ensure accurate entry and maintenance of event details within the hotel's property and event management systems.

• Manage changes, amendments, and client requests in a professional and timely manner.

• Attend events as required to oversee delivery and provide client support.

• Monitor event timelines and ensure all departments are prepared for successful execution.

• Liaise closely with Food & Beverage, Front Office, Housekeeping, Finance, Engineering and other departments to ensure all operational requirements are communicated and actioned

• Ensure correct rates, charges, deposits, billing instructions and inclusions are reflected in the event documentation and communicated to the relevant departments

• Assist with final billing, resolving outstanding issues and gathering client feedback where required

Ideally you will have

• Previous experience in hotel events coordination, conference coordination, hospitality operations, or a similar role.

• Strong administrative and organisational skills with exceptional attention to detail.

• Excellent written and verbal communication skills.

• Strong customer service mindset and relationship-building skills.

• Experience using hotel PMS, event management, or booking systems , including Delphi and Opera Cloud, is highly regarded.

What we can offer you:

• Attractive, competitive salary package 

• Complimentary dry-cleaning 

• Hotel discounts through our global alliance program Discovery

• 50% off food and 50% off beverages at the hotel’s restaurants, bars and café

• Discounted accommodation across worldwide Pan Pacific Hotels Group properties

• Ongoing learning and development 

• Partner discounts through our Global Hotel Alliance program www.gha.com as well as many other great local benefits.

Pan Pacific Melbourne is an equal opportunity employer dedicated to creating a diverse and inclusive workplace. We ensure that all employment decisions are based on merit and qualifications, without regard to race, gender, age, disability or other characteristics.

Thank you, 
People & Culture
Pan Pacific Melbourne