At AYANA Bali, we deliver world-class events ranging from international conferences to luxury weddings and gala dinners. We are looking for a professional and service-oriented Event Concierge Executive to act as the main on-site contact for clients during their events.
This role is responsible for supporting the client's Person-in-Charge (PIC), coordinating with internal teams, and ensuring the event runs smoothly according to the approved BEO, event rundown, and AYANA's luxury service standards.
Responsibilities
- Serve as the elevated, dedicated on-site liaison and proactive partner for the client's Person-in-Charge (PIC), anticipating needs, providing regular updates, and delivering personalized assistance throughout the event.
- Conduct thorough pre-event facility and equipment inspections and walk-throughs to verify setup quality, room layout accuracy, AV/lighting/sound configuration, staging, furniture placement, décor, and overall venue readiness against the BEO and rundown.
- Strictly enforce adherence to the approved BEO and event rundown by monitoring timelines, transitions, program sequence, and all facility and equipment elements in real time.
- Lead on-floor event production by overseeing the smooth flow of the event, managing precise transitions between sessions or activities, maintaining program momentum, and executing minor adjustments seamlessly.
- Proactively identify and resolve operational issues (technical, timing, guest flow, facility or equipment related) during the event, escalating only critical matters to the Conference & Event Services Manager.
- Coordinate integrated execution across departments (AV/Technical, Facility/Logistics, Beverage, Banquets Service, Security) using strong facility and equipment expertise.
- Lead pre-event floor briefings with the crew and post-event debriefs to capture feedback, document successes and challenges, and drive continuous improvement.
- Perform ongoing client touch-base check-ins during the event and at event close to gather real-time feedback, address concerns, capture compliments, and identify upsell or return-business opportunities.
- Support revenue objectives by identifying and communicating potential add-ons (e.g., extra AV/equipment, décor enhancements, space upgrades) to the PIC and Manager during the event.
- Uphold and exemplify AYANA's luxury standards, Balinese hospitality, cultural sensitivity, safety protocols, and sustainability practices in all on-floor interactions, facility handling, and equipment management
Requirements
- Only for Indonesian Citizen
- Minimum diploma or degree in Hospitality Management, Events Management, Tourism, or a related field.
- 4-6 years of progressive experience in conference services, banquet/event operations, or similar roles in luxury hotels or resorts.
- At least 2-3 years in a supervisory or leadership capacity handling on-floor execution for MICE and weddings (high-volume events preferred).
- Comprehensive, hands-on knowledge of MICE and wedding facilities (indoor/outdoor venues, capacities, layouts, contingency plans) and equipment (furniture, staging, AV/lighting/sound systems, décor items, etc.).
- Exceptional client-facing and communication skills; able to remain calm, proactive, professional, and polished under pressure.
- Strong organizational and multitasking abilities with meticulous attention to detail for real-time enforcement and verification.
- Proven leadership ability to direct and motivate junior staff, captains, or floor teams during events.
- Proficient in hotel/event software (Opera, Delphi, Cvent, or similar) and Microsoft Office.
- Fluency in English (written and spoken); additional Asian languages are advantageous.
- Flexible availability for extended hours, weekends, public holidays, and peak-season demands.
- High energy, positive attitude, cultural sensitivity, and an unwavering commitment to guest satisfaction and AYANA's luxury reputation
