Reservations and Events coordinator

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Key Responsibilities:

The Outsourced Reservations & Events Coordinator will primarily support the on-site team by handling administrative tasks, guest communication, and event coordination remotely. The role focuses on tasks that can be efficiently managed from the Philippines while leaving on-ground execution and venue-specific responsibilities to the local team.

Reservation Administration: Respond to phone, email, and online inquiries efficiently and professionally. Process reservations according to standard operating procedures. Input and update bookings accurately in SevenRooms and other reservation management systems. Coordinate large group bookings, ensuring deposits, confirmations, and pre-arrival communication are managed. Process credit card payments securely for reservation deposits. Maintain and update the customer database to ensure accurate records and effective guest follow-up. Generate daily/weekly reports for management regarding booking trends and reservation statistics.

Event Coordination Support: Manage incoming event inquiries, ensuring quick response times and accurate information sharing. Assist in drafting initial event proposals and sending them to clients based on company guidelines. Use Tripleseat to coordinate event details, ensuring all event data is recorded correctly. Support the local team by handling event-related administrative tasks, including: Guest communication (via online platforms or email) Venue team communication (relaying guest needs to the on-site team) Document preparation (contracts, event orders, invoices) Payment follow-ups and deposit tracking Post-event client follow-ups for feedback and future engagement Maintain high brand standards in written and verbal communication. Track client history and maintain an up-to-date database of event clients for future reference and marketing initiatives.

Financial Tracking & Reporting: Assist in tracking reservation and event revenue, identifying trends and reporting insights to the Head of Sales & Guest Experience. Monitor minimum spend requirements for events and flag opportunities where upselling or adjustments might be beneficial.

Productivity & Team Collaboration: Work collaboratively with the local reservations and events team to ensure seamless guest service. Participate in weekly remote WIPs (Work-in-Progress meetings) with supervisors to align on priorities and tasks. Maintain professional and courteous communication with colleagues and external clients. Proactively suggest improvements to the reservation and event coordination process.

Technology & Data Management: Proficient use of reservation/event software such as SevenRooms, Tripleseat, Google Workspace, and communication platforms Google Meet. Ensure data entry is accurate and up-to-date, minimizing errors that could impact guest experiences or financial tracking.

Compliance & Confidentiality: Maintain strict confidentiality of customer data, payment details, and business-sensitive information. Adhere to company policies regarding privacy, security, and professional communication.

Core responsibilities:

Minimum 5 years of experience in event coordination, reservations, or hospitality management. Proficiency in event management platforms (e.g., Sevenrooms, Tripleseat) and CRM systems. Strong communication and negotiation skills to maximize customer spend and guest satisfaction. Ability to manage multiple bookings and events simultaneously with keen attention to detail. Experience handling budgets, financial reporting, and revenue analysis. Proven ability to build and maintain client relationships and source new business opportunities. Strong organizational skills, including task management, contract creation, and database maintenance. Ability to work collaboratively across departments while maintaining brand standards. self-motivated professional who can work autonomously while maintaining strong communication with the local team. Experience in hospitality reservations, event coordination, or similar administrative roles is highly desirable.

Benefits: Competitive salary Opportunity to shape the HR function of a rapidly growing BPO. Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.

Please attach your CV and we will be in touch for a confidential chat. Let's do great things together!