Reservations & Events Coordinator

This is a remote position.

• Total hours: 40 hours per week
  
• Aligned with Australian business hours (AEDT)
  
• Monday to Friday, 9:00 AM to 5:00 PM Melbourne Time with a 30-minute paid break (8 hours per day / 40 hours per week); No work on Australian Public Holidays
  

• Respond to phone, email, and online inquiries efficiently and professionally.
  
• Process reservations according to standard operating procedures.
  
• Input and update bookings accurately in SevenRooms.
  
• Coordinate large group bookings, ensuring deposits, confirmations, and pre-arrival communication is managed.
  
• 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.
  
• Follow up guest special requests and dietary requirements for clear communication to local reservations and events team and venue teams
  
• SevenRooms request lists actioned and maintained
  

• Manage incoming event inquiries, ensuring quick response times and accurate information sharing.
  
• Use Tripleseat to enter event leads, 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
  
• Drafting of event menus and other printing collateral
  
• Highlighting priority event lead information
  

• 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.
  

• Assist in tracking reservation and event revenue, identifying trends and reporting insights to the Head of Reservations & Events.
  
• Monitor upcoming reservation strategy & report into team suggestions for improvement
  

• Work collaboratively with the local reservations and events team to ensure seamless guest service.
  
• Assist in weekly meeting agenda preparation (WIPs).
  
• Maintain professional and courteous communication with colleagues and external clients.
  
• Being self-motivated, able to follow directions accurately and to work as an integral part of a team.
  
• Contributing new ideas which may improve guest service or departmental operations.
  

• 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.
  
• Instagram & Facebook messages monitored and actioned.
  

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

Requirements

• Minimum of 2 years of experience in reservations, events coordination, hospitality administration, or a similar remote administrative role.
  
• Previous experience supporting hospitality or restaurant businesses is preferred.
  

• Experience using reservation management systems (e.g., SevenRooms, Tripleseat, OpenTable).
  
• Proficiency with Google Workspace (Gmail, Google Sheets, Google Docs, Google Meet).
  

• Excellent verbal and written English communication skills.
  
• Strong interpersonal skills, comfortable interacting professionally with guests and internal teams remotely.
  

• Demonstrated ability to multitask effectively, prioritize responsibilities, and meet deadlines under pressure.
  
• High attention to detail in managing reservations, databases, and administrative documentation.
  

• Ability to work independently and proactively during Australian business hours.
  
• Flexibility to accommodate occasional evening or weekend availability, depending on event schedules.
  

• Reliable, high-speed internet connection and suitable home office setup.
  
• Experience securely handling credit card payments and sensitive customer data.
  

• Familiarity with reservation/event management systems such as SevenRooms, Tripleseat, OpenTable, or similar software.
  
• Ability to learn quickly and efficiently operate new digital tools and platforms.
  

• Meticulous attention to detail ensuring data accuracy in reservation and event bookings.
  
• Hospitality Industry Knowledge: Background or familiarity with hospitality or event industries preferred.
  
• Understanding of hospitality industry terms, expectations, and guest service standards.
  

• Comfortable working hours aligned with Australian business operations.
  
• ​Flexibility to support evening occasionally and weekend events as needed.