Event Planning Officer

The Department

Our Catering Department manages one of the largest and most diverse catering operations in Hong Kong. We provide a wide range of catering, sports and recreation facilities for Members and their guests in three Clubhouses. In addition, both Happy Valley and Sha Tin Racecourses have numerous catering facilities used by Members, non-members and corporate organizations for a variety of functions.

The Job

• Assist the Event Planning Managers in the daily events operations with excellent service quality across Clubhouses & Racecourses, the events operations functions as specified:
  • Handle incoming calls, enquiries, follow up on quotations, proposal, table booking agreement, prepare banquet event orders
  • Prepare floor plans for venue set up, menu bible preparation and be able to recommend the guests on schedule of event and explain on program for table booking events
  • Act as Event Planner/ Adviser - proactively follow up with members/ guests for all the logistic details including preparation of floor plans, menu confirmation, attendance, rundown if any with professional recommendation if needed.
  • Coordinate closely with service team and operation team including Chefs, Banquet in charge, Catering Support, Housekeeping, Concierge and security o ensure all event details are promptly delivered for resources deployment
  • Maintain standards, monitoring guests’ satisfaction and achieving set objectives
  • Check the venue set up at least 1 hour before the arrival of the organiser and also greet the organiser and host upon their arrival
  • Prepare table menu and food cards
  • Support benchmark analysis and also update the marketing trend to the team
  • Support the Club in maximizing events’ business
  • Support HKJC internal departments’ events
• Maintain and manage the resources and assets:
• Initiate requisitions while adhering to the budgeted expenses equipment, furniture and fixtures
• Support the team:
  • Work with the Event Planning Managers to update on MBTBL table booking status to ensure that we maximize our utilisation ( If applies)
  • Support the team’s administrative work including purchase requisition, liaise with procurement & finance dept on payment for outside contractors
• Support preparation of regular reports on:
  • Telemarketing calls / sales calls
  • To enter post event revenue in Delphi / Opera and prepare monthly financial reports
  • Forecast reports, Wedding pace report, VIP list, flower order, Team performance
• Bring new ideas in products and services improvements
• Deliver high service excellence and business performance
• Perform any other related duties as and when assigned by the supervisor

About You

• A university degree or higher diploma in Hospitality Management from a leading hospitality institution
• A minimum of 2 years of related experience in a sizable and premium hospitality operation
• International hospitality experience is preferred.
• Excellent people management practices with good communication skills
• Fluency in Cantonese and English. Mandarin proficiency is an advantage
• Supervisory experience in the field of Event Management 

Terms of employment

The level of appointment will be commensurate with qualifications and experience.

Other details

Only shortlisted candidates will be notified.

We are an equal opportunity employer. Personal data provided by job applicants will be used strictly in accordance with the Club's notice to employees and prospective employees relating to the Personal Data (Privacy) Ordinance. A copy of which will be provided immediately upon request.