Events Coordinator Job in Kenya - Kenlife

Role Purpose

The Events Coordinator owns the end-to-end planning and delivery of events across Kenlife, ensuring flawless execution, strong profitability, and exceptional guest outcomes. This role converts inquiries into confirmed business, builds repeat corporate and social accounts, and coordinates all departments—F&B, Rooms, Wellness, Experiences, AV/Production, Security, Housekeeping, and Finance—to deliver Kenlife-standard events aligned to the brand: premium hospitality, organic farm-to-table catering, wellness integration, and authentic local experiences.

Reporting Line

Reports to: General Manager

Key internal stakeholders: Head Chef, F&B Manager, Front Office/Rooms Lead, Wellness Lead, Experiences Lead, Finance/Procurement, Engineering, Security

Core Responsibilities

Sales Pipeline & Revenue Ownership

  • Manage the full event sales pipeline: lead capture, qualification, proposal, site inspections, contracting, deposit collection, and confirmation.

  • Build and maintain an events calendar that supports occupancy and F&B revenue, especially midweek and shoulder seasons.
  • Develop corporate accounts and repeat business (HR, admin teams, CEOs, agencies, event planners, wedding planners if applicable).
  • Upsell packages: accommodation upgrades, private dining, wellness add-ons, experiences, AV/production, décor, transportation.
  • Maintain rate integrity and ensure event pricing protects margins (no under-quoting, clear inclusions/exclusions).

Proposal Development & Contracting

  • Create professional proposals with clear scope: venues, menus, beverage, room blocks, activities, AV, staffing, and timelines.
  • Draft and manage contracts: terms, cancellation, payment schedules, minimum spends, supplier policies, and liability clauses.
  • Define event budgets and approval workflows; ensure deposits and payments are collected on time.
  • Ensure all event details are documented and signed off (BEOs/function sheets, run-of-show, floor plans).

Event Planning & Coordination (End-to-End)

  • Lead event planning meetings with internal teams; translate client goals into operational plans.
  • Produce event documents:
    • Banquet Event Orders (BEOs) / function sheets
    • Run-of-show schedules (minute-by-minute where needed)
    • Venue layouts, seating plans, signage requirements
    • Staffing plans, transport plans, contingency plans
    • Dietary lists and allergen controls
  • Coordinate guest arrival flows: check-in, room keys, welcome desks, baggage handling, VIP protocols.
  • Ensure all departments are aligned on timing, responsibilities, and service standards.

On-Site Delivery & Guest Experience

  • Be the on-site event lead: oversee setups, rehearsals, welcome moments, service flow, and troubleshooting.
  • Maintain Kenlife hospitality standards: warm hosting, tight timing, clean setups, and responsive service recovery.
  • Manage VIPs and key stakeholders with discretion and professionalism.
  • Resolve issues in real time: AV failures, weather shifts, service delays, last-minute program changes.

Food & Beverage (Banqueting) Excellence

  • Coordinate closely with Chef and F&B team on menus, tasting sessions, dietary requirements, and service style.
  • Ensure farm-to-table catering standards: presentation, freshness, food safety, and timing.
  • Manage beverage planning: bar setups, sundowners, cocktail receptions, consumption estimates, and controls.
  • Confirm service plans: plated vs buffet, clearing cadence, staffing ratios, and table staging.

Wellness, Teambuilding & Experiences Integration

  • Package Kenlife’s differentiators into events:
    • sunrise yoga or mobility sessions
    • breathwork breaks between meetings
    • spa scheduling for groups
    • nature-led experiences and authentic local activities
    • teambuilding programs (cook-offs, challenges, guided walks, conservation/community experiences where relevant)
  • Coordinate facilitators, guides, and partners; ensure safety and quality assurance.
  • Ensure experiences are properly briefed, waivered (where needed), timed, and aligned to the event objective.

Venue Readiness, AV & Production

  • Conduct site inspections and venue readiness checks: cleanliness, lighting, power, seating, staging, accessibility.
  • Manage AV requirements: projector/screen, microphones, speakers, DJ/band, conferencing setups (hybrid meetings if offered).
  • Coordinate suppliers: décor, branding, floral, tenting, lighting, photography/videography, entertainment.
  • Ensure compliance with noise, safety, fire exits, and crowd flow.

Operational Controls, Profitability & Cost Management

  • Own event profitability: protect margins via disciplined quoting, vendor negotiation, and controlled scope.
  • Track event costs and reconcile post-event: F&B consumption, staffing hours, supplier invoices, damages.
  • Maintain strict controls on:
    • bar stock issued vs returned
    • food production quantities vs covers
    • complimentary items authorization
    • overtime approvals and staffing efficiency
  • Work with finance on invoicing, credit notes, and collection.

Risk Management, Safety & Compliance

  • Ensure risk assessments and safety controls for each event:
  • weather contingency plans for outdoor events
  • crowd management and security presence
  • transport coordination and guest safety
  • activity/experience waivers and briefing
  • food safety and allergen protocols
  • Manage incident reporting and escalation to the GM immediately for material issues.
  • Ensure compliance with permits and licensing where needed (special events, entertainment, bar licensing rules).

Client Relationship Management & Post-Event Follow-Up

  • Maintain proactive communication with clients and planners from enquiry through event close.
  • Run post-event debriefs:
  • internal debrief (what worked, what didn’t, actions)
  • client feedback session
  • Drive repeat business: proposals for the next event, referral requests, and corporate account development.
  • Manage reviews and testimonials (with approval), building Kenlife’s event credibility.

Key Deliverables

For every confirmed event, the Events Manager produces:

  • Signed contract + deposit confirmation
  • Final agenda/run-of-show
  • BEO/function sheet(s) for each function
  • Menu and beverage plan + dietary/allergen list
  • Rooming list and room block plan
  • Venue layout/floor plan + branding plan
  • Supplier list and contacts + delivery schedule
  • Staffing plan + duty roster
  • AV checklist + technical rehearsal plan
  • Risk assessment + contingency plan
  • Final invoice + post-event reconciliation

KPIs (Performance Measures)

  • Event conversion rate (enquiries → confirmed)
  • Event revenue and gross profit (GP) by month/quarter
  • Average event value and upsell attachment rate (wellness, experiences, AV)
  • Client satisfaction (post-event surveys) and repeat booking rate
  • On-time delivery of event documentation (BEOs, run-of-show)
  • Budget variance (quoted vs actual cost)
  • Operational incidents (frequency, severity, resolution time)
  • Online reviews/testimonials generated from events

Required Qualifications & Experience

  • Diploma/degree in Hospitality, Events Management, Business, or related field.
  • 3–7+ years in event sales and operations (hotel/resort/venue experience preferred).
  • Strong competence in:
    • proposal writing and contracting
    • banquet operations and F&B coordination
    • AV/production basics and supplier management
    • budgeting, cost control, and post-event reconciliation
    • stakeholder management and calm problem-solving
  • Experience with corporate retreats and multi-day residential groups is a strong advantage.

Skills & Competencies

  • Highly organized, detail-driven, and deadline disciplined
  • Strong commercial instinct (pricing, margin, upselling)
  • Excellent communication and client-facing professionalism
  • Calm under pressure; able to troubleshoot fast
  • Strong cross-department coordination and leadership
  • Service mindset aligned with premium hospitality standards
  • Integrity and strong controls orientation

How to Apply

Qualified candidates are invited to send one PDF of their cover letter, CV, contact information for three references, and salary expectations to careers@kenlife.co.ke. Only pre-qualified applicants will be contacted for interviews.