Event Manager at Sofitel in Udaipur, Rajasthan, IN

Company Description

Raffles Udaipur opened in 2021, its ornamental gardens, tumbling fountains and stately Indo-Saracenic architecture describing a love story between India and the West. Set on a 21-acre private island rich with birdlife and exotic flora and fauna, this contemporary reimagining of a country mansion is the first Raffles hotel in India.

Just 20 minutes from the airport, Raffles Udaipur spans a private island and serene lakeshore. Begin your journey with a graceful boat ride, guided by migratory birds. Discover 137 rooms and suites, 10 dining experiences, two pools, wellness rituals, and the timeless care of the Raffles Butler.

Job Description

We are seeking a dynamic and organized Event Manager to join our team in Udaipur, India. As an Event Manager, you will be the driving force behind creating memorable experiences and ensuring seamless execution of events from conception to completion. This role offers an exciting opportunity to showcase your creativity, leadership, and customer-focused approach while managing diverse events and building strong client relationships. You will work collaboratively across departments to deliver exceptional events that exceed expectations and drive business growth.

**Event Planning & Coordination**

• Develop comprehensive event plans and timelines, ensuring all details are meticulously organized and communicated to relevant stakeholders
• Conduct site inspections, client walkthroughs, and planning meetings to understand client requirements and secure business opportunities
• Prepare detailed event proposals and documentation, ensuring accuracy in event specifications, logistics, and financial arrangements
• Manage the complete event lifecycle, including pre-event planning, on-site coordination, execution, and post-event follow-up
• Anticipate client needs proactively and offer innovative, tailored solutions that add value and enhance the overall event experience

**Client & Vendor Management**

• Serve as the primary liaison between clients and internal departments, maintaining clear and transparent communication throughout the event planning process
• Build and maintain strong client relationships through exceptional service delivery, responsiveness, and attention to detail
• Handle client feedback, concerns, and service challenges promptly and empathetically, ensuring satisfaction and fostering repeat business
• Manage vendor relationships and coordinate with external partners to ensure quality service delivery and cost-effectiveness
• Conduct post-event evaluations and debriefs to gather feedback and identify opportunities for improvement and future business

**Operational Coordination**

• Lead coordination meetings with relevant departments (catering, logistics, technical, security) to review upcoming events and confirm all operational details
• Ensure event setups align with client requirements and specifications, verifying all arrangements are in place
• Communicate event information, changes, and guest feedback to all team members and relevant departments
• Manage event budgets, verify charges, and coordinate billing processes to ensure profitability and financial accuracy
• Oversee logistics, including venue setup, equipment, staffing assignments, and resource allocation

**System & Data Management**

• Maintain expertise in event management systems and software, ensuring all event details, client information, and booking data are accurately entered and updated
• Generate, review, and analyze event reports to track performance metrics, revenue, and client activity
• Maintain updated client profiles and event histories to support accurate forecasting and future targeting
• Provide coaching to team members on system compliance and data integrity

**Team Leadership & Development**

• Lead, mentor, and supervise event coordination team members, providing clear direction and professional development opportunities
• Foster a collaborative and inclusive team environment that prioritizes accountability, excellence, and attention to detail
• Conduct departmental briefings to ensure all team members are informed and aligned on event requirements and expectations
• Champion a culture of service excellence and continuous improvement within the events department
• Ensure team members possess strong product knowledge and deliver consistent, high-quality customer service

**Reporting & Strategic Contribution**

• Prepare periodic performance reports on event profitability, client satisfaction, and operational effectiveness
• Identify trends, opportunities, and areas for improvement to enhance revenue generation and repeat business
• Contribute to departmental and annual budget development through accurate forecasting and analysis
• Attend regular meetings with management to present updates, discuss performance metrics, and align on strategic objectives

Qualifications

**Education**

• Bachelor's degree in Hospitality Management, Event Management, Business Administration, or related field

**Experience**

• Minimum 3-5 years of professional experience in event management, hospitality events, or a similar capacity
• Proven experience managing the complete event lifecycle, from initial planning through post-event evaluation
• Demonstrated experience in client relationship management and sales coordination
• Experience with event budgeting, revenue management, and financial reporting
• Experience working in fast-paced, high-pressure environments with multiple concurrent events

**Required Skills & Competencies**

• Exceptional organizational and time management skills with the ability to manage multiple events simultaneously
• Strong interpersonal and communication skills, with excellent written and verbal proficiency in English
• Customer-focused mindset with a commitment to delivering exceptional service and exceeding expectations
• Detail-oriented approach with strong analytical and problem-solving abilities
• Leadership and team management capabilities with the ability to motivate and develop team members
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Ability to work effectively in collaborative, cross-functional team environments
• Flexibility and resilience in adapting to changing priorities and managing unexpected challenges
• Strong presentation skills and ability to communicate confidently with clients and stakeholders

**Preferred Skills & Experience**

• Experience with event management software, property management systems (PMS), or customer relationship management (CRM) platforms
• Knowledge of food and beverage operations and catering services
• Experience in revenue management and financial analysis
• Multilingual abilities or basic understanding of local languages
• Background in hospitality, hotel operations, or venue management
• Experience with vendor negotiation and contract management
• Digital marketing awareness and social media knowledge related to event promotion

**Personal Attributes**

• Professional demeanor with excellent personal presentation and grooming standards
• Proactive, self-motivated approach with strong goal-oriented mindset
• Empathetic and inclusive communication style
• Decisive decision-making ability combined with transparent and ethical conduct
• Resilient and adaptable attitude toward challenges and change
• Visionary thinking with the ability to innovate and improve event experiences

Additional Information

• An opportunity to be with world’s preferred hospitality company
• Captivating and rewarding experience working alongside passionate professionals
• Range of exclusive Heartist Benefits
• Develop your talent through learning programs by Academy Accor.