Skip to content

Bacardi

Careers at Bacardi

Events Coordinator

Job Name

Events Coordinator

Country:

Puerto Rico

City:

Cataño Puerto Rico

Function:

Marketing - Communication - PR

Reporting Line:

Assistant General Manager Casa Bacardi

Job type:

Full time

Lead recruiter:

Julissa Cruz

About the role

Your Opportunity

The Events Coordinator role organizes all ad-hoc consumer events at the Casa BACARDI Brand Home utilizing event facilities efficiently and effectively. The  Events Coordinator will work with a wide range of clients to plan and coordinate events of varying budgets with equal care and professionalism. Inbound, ad-hoc and scheduled events will be managed from booking to completion by the  Events Coordinator. 

Responsibilities

With our Consumer at the heart, your key focus will be to:

Event Coordination
  • Own the MICE (meetings and events) channel for the Brand Home including footfall and revenue targets.
  • Working with the Brand Home team to advise clients and facilitate events in accordance with Casa BACARDI guidelines.
  • Liaise with Brand Home team to ensure seamless event coordination of both scheduled and ad-hoc events. 
  • Keep the events calendar and booking platform up to date.
  • Facilitate and organize events that complement the Brand Home operation without compromising the daily consumer tours.
  • Responding to incoming event leads and general enquiries in an efficient, timely and appropriate manner.
  • Host site visits and inspections including necessary logistics.
  • Monitoring and working within client event budgets once initial event booking budget have been finalized.
  • Prepare event brief which includes checklists, documents and itinerary of event booking requirements for distribution to external staff, event staff, agencies, and clients.
  • Sourcing and contracting of event agencies and ad-hoc contractors, including their ways of working and ensuring profitability for the Brand Home.
  • On-site management of event staff, contractors, and agencies for each event.
  • Liaising with clients to explain processes, social responsibility policies and terms of hire. 
  • Resolving issues, problems, or complaints from the client and/or their guests in line with policy and in a calm and positive manner. 
  • Ensuring that setup of chairs, tables, stages, decorations, or other equipment is in accordance with client requirements and with safety standards and regulations. 
  • Manage and maintain the events inventory in good conditions.
  • Working with catering partners to ensure quality of food, drink, and service in accordance with Casa BACARDI brand guidelines and event terms.
  • Provide clients with detailed and informed guidance on space layouts, menus, cocktail options, timings, room set up, entertainment, AV, and any other details necessary to arrange events. 
  • Work with the Brand Home team to coordinate event logistics and staff needs.
  • Assist in the development of new events ideas and packages and work with Internal Events Coordinator and Brand Home team with ad-hoc event sales work. 
  • Support Internal Events Coordinator as needed.
Administration
  • Track and monitor the event channel budget with the Finance Manager (P&L).
  • Responsible for updating the event management software in coordination with the Brand Home team.
  • Cost-management with client and payment processing in conjunction with the Finance Manager.
  • Input and update event information and produce event reports through management software system. 
  • Compile and send out confirmation packs to confirmed clients.

Skills and Experience

The Skills & Experience needed to create your legacy
  • BA Tourism/Hospitality with 1-3 years in events coordination, preferably in corporate events organization.
  • Experienced in project management and use of the Internet and Email.  
  • Excellent communicator verbal & written (English/Spanish) and excellent interpersonal skills.
  • Proficient in MS platform
  • Team Leadership, sense of urgency, goal oriented and capacity for judgment and decision making.
  • Available to work weekends & alternating shifts. 
  • Available to travel throughout Puerto Rico and Internationally

Our culture

We share the passion and entrepreneurial flair of our founder and are guided by our three culture pillars - Fearless, Family and Founders, they inspire our Primos to be the best they can be and drive us forward in all we do. But what does this mean?

·       Being Fearless; means adopting an agile mindset, being comfortable trying new things and taking risks. We are empowered to question, challenge and innovate.

·       Family; We treat each other, and our communities, like Family. Always.

·       Founders; The spirit of entrepreneurship is at the heart of everything we do. We see the business as if it’s our own. We do the right thing for the business and we all take accountability for our work.

When you join Bacardi, you become part of our family and gain more than just a job.


Disclaimer: Bacardi is an equal opportunity employer that values workforce diversity. Diversity is core to our business: by embedding diversity into all aspects of our culture, we maximize the opportunity to achieve sustainable business success and growth. The duties and responsibilities described in the role profile might not be a comprehensive list.