Events Executive (F&B)

Overview

Purpose

Internal F&B Events Development

• Support the planning, conceptualization, and execution of internal food and beverage events.
• Assist in creating event concepts and experiences aligned with guest expectations and business objectives.
• Coordinate with culinary and supporting departments to ensure smooth event execution.
• Prepare event planning documents including timelines, function sheets, checklists, and operational briefs.
• Coordinate venue setup, staffing support, equipment requirements, and operational logistics.
• Liaise with marketing teams for promotional support and event visibility.
• Assist in monitoring budgets, tracking expenses, and ensuring cost control.
• Support guest feedback collection and analysis for continuous improvement.

Banquets Operation

• Support banquet operations including floor setup, service coordination, colleague allocation, and operational supervision.
• Assist in ensuring smooth communication between culinary teams, suppliers, operational departments, and guests.
• Monitor event inventory, equipment, and consumables.
• Support event-related financial tracking and documentation.

Administrative Coordination

• Provide administrative support for F&B Service, Kitchen, and Banqueting teams.
• Maintain event schedules, planning trackers, records, and reports.
• Prepare event materials including signage, menus, buffet tags, and presentation items.
• Support internal coordination meetings and post-event reporting.
• Maintain accurate filing and documentation systems.

SAP & Procurement Coordination

• Assist in processing requisitions, postings, reservations, and reimbursements through SAP.
• Support procurement documentation, RFQs/RFIs, evaluations, and procurement coordination.
• Maintain procurement records and ensure compliance with internal procedures.

F&B Trends & Market Analysis

• Conduct research on industry trends, competitor activities, and guest preferences.
• Support data collection from guest feedback and event performance reports.
• Contribute innovative ideas to improve event concepts and operational efficiency.
• Stay updated on hospitality and F&B market trends.

Supervision & Leadership

• Support managers and supervisors in coordinating service teams during events.
• Assist in allocating colleagues based on operational requirements.
• Participate in pre-event briefings and ensure service standards are communicated clearly.
• Provide operational support during events and escalate issues when required.
• Promote a positive and collaborative working environment.

Floor Operations

• Assist with event setup including seating arrangements, buffet layouts, signage, and equipment preparation.
• Monitor guest experience throughout events and communicate concerns promptly.
• Coordinate with kitchen and bar teams to ensure timely service delivery.
• Assist with post-event breakdown and venue resetting.
• Ensure cleanliness and presentation standards are maintained.

Communication

• Maintain effective communication with all operational and supporting departments.
• Coordinate with external suppliers and vendors when required.
• Ensure accurate communication of event details to operational teams.
• Maintain records of guest preferences, event details, and feedback.

Inventory Management

• Assist in monitoring event-related inventory levels.
• Coordinate with stores and procurement teams for timely availability of items.
• Support stock control and minimize wastage.

Finance Support

• Assist in tracking event expenses and maintaining budget records.
• Support invoice verification and financial documentation.
• Assist in identifying cost-saving opportunities and operational efficiencies.