Event Coordinator & Administrator

About Us

The Plymouth International and Auto Lodge are a privately owned company with a long history of hospitality in New Plymouth. The Plymouth International is New Plymouth’s premier conference venue with a maximum conference capacity of 700 people. There is a range of fully air-conditioned conference rooms, from the Grand Ballroom (Taranaki’s only grand ballroom) which seats 450 - to smaller meeting rooms which number 7 separate areas in addition to suites. Auto Lodge is an established venue with restaurant and two separate conference areas with a capacity up to 100 in addition to a unique number of apartments and other venues.

Position Overview:

As the Events Coordinator & Administrator, you will play a pivotal role in planning, coordinating, and executing events at The Plymouth International Hotel and The Auto Lodge, with an understanding of their needs and deliver exceptional service, ensuring every event runs smoothly and exceeds expectations.

This position is predominantly 30 hours per week but requires someone with flexibility to work more hours when required including the occasional evening and weekends to attend events.

• Managing the use of conference rooms to maximise revenue
• Managing client relationships
• Maintaining records
• Effective communication to hotel departments
• Meet and greet of clients
• Processing of accounts/invoicing
• Follow-up regarding facilities and service
• Upselling accommodation
• AV setup & delivery

Personal Attributes required in this role are:

Although experience within a similar environment would be beneficial, it is more important that you bring a great attitude, with the ability to roll up your sleeves and provide exceptional support. You will be calm under pressure and able to work in a fast-paced, deadline-driven environment. To perform well, you will need the following mix of experience, skill, and knowledge:

• Proven experience in event coordination and venue management.
• Strong financial management skills, including budgeting and revenue tracking.
• Excellent customer service and client liaison skills.
• Previous Food & Beverage Experience an advantage
• Ability to build and maintain positive relationships with various stakeholders.
• Strong organisational and multitasking abilities.
• Proficiency in managing digital platforms and portals.
• Proven ability to meet deadlines and work under pressure.
• Proven ability to work as part of a team and autonomously.

Systems / Skills /Experience Essential

• Competence in Microsoft Applications - Excel/Word /One Drive
• Professional writing - able to write create business documents
• Clear Communication Skills - well-spoken and friendly manner
• Exceptionally organised - can put in place systems and processes
• Ability to think quickly and problem solve
• Experience in Planning events
• Attention to detail is a must with Admin and Applications to be completed
• Available for core work during business hours