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The Events Coordinator – Weddings & Social Events supports the planning, coordination and follow-up of weddings, celebrations, private dining events and social gatherings at Rosewood Villa Magna. This role assists in converting social event enquiries into confirmed business, preparing tailored proposals and ensuring that all event details are accurately communicated to the operational teams. 

KEY RESPONSIBILITIES 

Weddings & Social Event Sales Support 

Support the management of wedding and social event enquiries, ensuring timely and professional follow-up with clients and planners. 

Prepare tailored proposals, menus, quotations and supporting materials for weddings, celebrations, private dining and social gatherings. 

Assist in identifying upselling opportunities for menus, beverages, floral arrangements, décor, audiovisual services and additional hotel experiences. 

Maintain accurate enquiry status, activity notes and event information in the relevant systems. 

Client Relationship & Social Event Coordination 

Assist in building strong relationships with wedding couples, families, wedding planners, event agencies and social clients. 

Support site inspections, client meetings, menu tastings, proposal reviews and pre-event appointments. 

Collect and organize client preferences, guest details, timelines, special requests and celebration requirements. 

Ensure warm and timely communication with clients before, during and after each event. 

Event Planning & Operational Coordination

Support the coordination of event details from enquiry through confirmation, planning and operational handover. 

Prepare and update BEOs, function sheets, menus, seating plans, room set-ups, timelines and special requirements under the guidance of the Events Manager or Director of Events. 

Coordinate with Banquets, Culinary, F&B, Housekeeping, Engineering, Security and external suppliers to ensure accurate event preparation. 

Attend event briefings and provide on-site support for selected weddings and social events when required. 

Internal Coordination 

Share accurate and timely event information with the Events team and relevant operational departments. 

Participate in BEO meetings, operations meetings and social event briefings as required. 

Provide administrative and coordination support to the Events Manager, Director of Events and Sales & Marketing leadership. 

Contribute to a collaborative, organized and guest-focused culture within the Events department. 

Social Segment Support & Collaboration 

Support the promotion of wedding packages, social celebrations, private dining opportunities and seasonal event concepts. 

Collaborate with Marketing and Communications by providing accurate event details, imagery needs and client preferences when required. 

Assist with supplier coordination, décor references, menu updates and social event collateral. 

Share client feedback and social market insights with the Events team to support future opportunities. 

Administration & Reporting 

Maintain accurate records of wedding and social event enquiries, proposals, contracts, deposits, BEOs, client preferences and billing details. 

Update event management systems, CRM notes, timelines and internal trackers on a timely basis. 

Support the preparation of social event reports, lost business comments, revenue updates and client follow-up summaries. 

Ensure documentation is complete, accurate and shared with the relevant departments within established deadlines. 

CRITICAL SKILLS & QUALIFICATIONS  

 Education 

Bachelor’s degree in Business Administration, Hospitality Management, Marketing, Tourism, or a related field.  

Master’s degree in Business Administration (MBA) or Hospitality Management preferred. 

Professional Experience 

Minimum 1–3 years of experience in hotel events, weddings, social events, catering coordination, banqueting or luxury hospitality. 

Experience supporting wedding or social event enquiries, proposals, BEOs, client communication and event coordination. 

Understanding of private dining, celebrations, wedding logistics, menu coordination and banqueting operations preferred. 

Ability to work closely with operational departments and external suppliers to support accurate event delivery.

Previous experience in a luxury hotel environment is desirable. 

Weddings & Social Event Competencies 

Good understanding of wedding planning, social event coordination, catering processes and luxury hospitality standards. 

Strong attention to detail in proposals, menus, BEOs, timelines, seating plans and client communications. 

Warm and professional client relationship skills, especially with couples, families, planners and social clients. 

Ability to follow up consistently, organize multiple event details and meet internal deadlines. 

Creative sensitivity and good understanding of personalized, emotional and celebratory guest experiences. 

Ability to work under pressure and support several weddings or social events simultaneously. 

Technical Skills

Working knowledge of hotel event management systems, CRM platforms, BEO tools, Microsoft Office and internal tracking documents. 

Communication Skills

Excellent verbal and written communication skills, with the ability to communicate warmly with social clients, present event details clearly and coordinate effectively with internal teams. 

Languages 

Proficiency in English and Spanish; additional languages are advantageous. 

Others 

Flexibility to work evenings, weekends and holidays according to wedding and social event business needs. 

Attendance at client meetings, tastings, site inspections, event briefings and selected weddings or social celebrations is expected. 

Maintains full compliance with company policies, ethical standards, confidentiality requirements and brand guidelines. 

Rosewood Villa Magna the hotel with a sense of Spanish Villa, features 154 thoughtfully appointed guestrooms and suites, distinctive dining experiences, a Sense Spa, and surrounded by unique greenery spaces, as well as secluded terraces and gardens providing a rich residential feeling.  Long esteemed for hosting discerning travellers, this distinctive hotel has been thoughtfully refurbished to an elevated level of luxury, contemporary style, and modern amenities. Reopening as Rosewood Villa Magna in 2021, the hotel is an inspired base for international travellers in an incomparable location within the very heart of Madrid.