Event Coordinator
Job Vacancy at The Birnam Hotel
About The Birnam Hotel
Recently restored and reopening in 2026, The Birnam Hotel is being shaped by a small local team with a clear, thoughtful vision for what it can be. Rooted in its place and community, the hotel has been carefully brought back to life with respect for its history and a belief in delivering soulful Scottish hospitality.
At The Birnam Hotel, we believe good work comes from people who care about what they do. In a setting defined by attention to detail and purpose, we value creativity, pride in craft, and a genuine commitment to quality, whether front of house, behind the scenes, or somewhere in between.
We are a close-knit team that believes great hospitality grows from trust, support, and shared standards. If you are looking for a workplace that encourages individuality, offers room to grow, and values people as much as the experience they create, you will feel at home here.
Overview of the Role
The Event Coordinator is the curator of gatherings at The Birnam Hotel, shaping weddings, celebrations, and private events that are thoughtfully designed and reflect the character of The Birnam Hotel. From the first enquiry to the final moments of an event, this role combines meticulous organisation with a brilliant, engaging personality, ensuring every occasion feels seamless, welcoming, and genuinely memorable.
Working across the Baronial Hall and other hotel spaces, the Event Coordinator brings energy, charm, and calm authority, building rapport with clients, inspiring confidence in teams, and anticipating every detail to deliver experiences that delight. Whether coordinating large weddings, intimate celebrations, or bespoke corporate events, they ensure each moment is thoughtful, considered, and full of character, reflecting the spirit of The Birnam Hotel.
Key Responsibilities
Act as the main point of contact for clients, guiding them through planning and execution.
Interpret client ideas into practical, beautifully executed events.
Prepare detailed proposals, schedules, and function sheets that bring the vision to life.
Coordinate all aspects of event operations, including room setup, timing, staffing, catering, and technical requirements.
Work closely with the kitchen, F&B, front office, housekeeping, and maintenance teams to ensure smooth execution.
Be present during events to oversee flow, resolve issues discreetly, and maintain service standards.
Plan, schedule, and brief event staff, ensuring clarity of responsibilities and expectations.
Promote teamwork and consistency across departments during busy event periods.
Ensure all events meet health & safety, licensing, fire, and hygiene requirements.
Maintain accurate documentation, contracts, and compliance records.
Support risk assessments and safeguard guest and staff wellbeing.
Assist with event budgets, costing, and resource planning.
Track enquiries, confirmations, and post-event feedback.
Contribute to the ongoing development of event offerings and packages at The Birnam Hotel.
About You
Skills & Competencies
You have a natural warmth and charm that puts clients and guests instantly at ease.
Able to build rapport quickly, making people feel confident and cared for.
You thrive on structure and planning, keeping multiple events, deadlines, and teams on track.
Anticipate challenges before they arise and respond creatively under pressure.
Calm and assured in busy environments, able to make quick, considered decisions.
Maintain a positive and professional presence even in the midst of last-minute changes or high-pressure moments.
Attuned to the little touches that make an event feel exceptional, from table settings to timing and guest experience.
Considered, mindful, and always striving for excellence.
Energises teams with encouragement, clarity, and respect.
Works seamlessly across departments, understanding that every colleague plays a part in creating a memorable event.
Brings imagination and flair to event planning, always looking for ways to elevate an occasion.
Passionate about making each event feel unique, personal, and in tune with the character of The Birnam Hotel.
Approaches challenges with a solutions-focused mindset.
Handles client expectations and operational pressures with grace and diplomacy.
Qualifications & Experience
Previous experience in Event Co-Ordination, Weddings, or Hotel hospitality.
Strong understanding of event logistics within a hotel or venue environment.
Familiarity with licensing, health & safety, and operational planning.
Confidence using event schedules, function sheets, and planning tools.
What We Offer
A supportive, positive working environment with real opportunities to develop both personally and professionally.
The chance to be part of a newly restored hotel opening, shaped by a small, committed local team.
Staff rates at The Birnam Hotel and our sister venue, The Taybank.
Complimentary staff meal provided each shift, prepared by the kitchen team.
A focus on wellbeing, with access to employee support services.
Recognition for commitment and contribution, with opportunities to grow as the hotel develops.
Participation in a team that values collaboration, respect, and enjoyment of the work itself.
HOW TO APPLY
If you are interested in one of our roles, please kindly fill out the application below, including your CV and a short cover letter.