Hospitality Coordinator

4 days ago

Badung, Indonesia Five Elements Agency Full time

**About The Role**

As part of the hospitality team, you will play a key role in ensuring smooth travel, accommodation, meals, and on-site experiences for our event participants. This is an excellent opportunity for someone with strong organizational skills, a proactive attitude, and a passion for event coordination.

**Key Responsibilities**
- Travel Assistance: Assist the Hospitality Manager in organizing flights, transportation, and airport transfers for artists and their teams.
- Help manage visa and immigration documentation, ensuring compliance with travel requirements.
- Accommodation Coordination: Support hotel bookings or other accommodations, ensuring special requests like dietary needs or accessibility are communicated.
- Ensure accommodations meet the artists’ and crews’ requirements for comfort and convenience.
- Meal Planning: Work closely with the Hospitality Manager to arrange catering and meals that accommodate dietary restrictions and preferences.
- Coordinate meal schedules for rehearsals, performances, and downtime.
- On-Site Support: Assist in setting up and managing green rooms or dressing rooms with necessary amenities.
- Serve as an additional point of contact for artists on-site, addressing last-minute needs or concerns.
- Logistics & Scheduling: Help prepare and distribute itineraries to artists and their teams, ensuring all schedules align with performance times, rehearsals, and sound checks.
- Provide timely updates to the Hospitality Manager and artists regarding changes or adjustments.
- Budget Tracking: Support the Hospitality Manager in managing hospitality expenses, maintaining accurate records for travel, accommodation, and meals.
- Problem-Solving: Assist in resolving any unexpected issues, such as delays or last-minute requests, to ensure smooth operations.
- Post-Event Tasks: Gather feedback from artists and crews about their hospitality experience.
- Contribute to reports on hospitality operations to improve future events.

**Requirements**:

- Proven experience in event coordination, hospitality, or logistics.
- Strong organizational and multitasking skills, with attention to detail.
- Excellent communication and interpersonal abilities.
- Ability to work in a fast-paced environment and adapt to changing situations.
- Proficiency in using scheduling tools and software.
- A proactive and problem-solving mindset.

**Preferred Qualifications**
- Experience in artist relations or events involving performers.
- Familiarity with travel and accommodation booking systems.
- Knowledge of dietary planning and catering coordination.

Ability to commute/relocate:

- Badung: Reliably commute or planning to relocate before starting work (preferred)

Application Question(s):

- Could you let us know the soonest date you would be available to join our company, should you be selected for the position?

**Experience**:

- Travel Arrangement: 1 year (preferred)
- Artist management: 1 year (preferred)

**Language**:

- English (preferred)

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