Job Summary
We are looking for an experienced and well-spoken Senior Hospitality Head – RSVP & Guest Coordination to lead and manage the RSVP and guest coordination function for premium weddings and social events.
The role will be responsible for overseeing the complete guest confirmation process, managing guest communication, ensuring accurate RSVP data, handling VIP and high-profile guests, and coordinating closely with Wedding Planners, Operations, Logistics, and Hospitality teams.
The ideal candidate should have strong communication and leadership skills, excellent follow-up abilities, and prior experience in RSVP management, hospitality, guest relations, wedding planning, luxury events, or customer relationship management.
Key Responsibilities
- Lead the complete RSVP and guest confirmation process for weddings and premium social events.
- Make and supervise outbound RSVP calls to guests to confirm attendance.
- Communicate event details including dates, venues, timings, functions, accommodation, transportation, and other relevant information.
- Maintain accurate and updated guest databases, RSVP trackers, and attendance records.
- Track confirmed, declined, tentative, and non-responsive guests and ensure timely follow-ups.
- Collect and maintain detailed guest information, including number of attendees, meal preferences, accommodation requirements, transportation requirements, and special requests.
- Handle VIP, VVIP, family, and high-profile guest communication with professionalism and discretion.
- Act as the primary point of contact for escalated guest queries and concerns.
- Review the performance and work of RSVP executives/team members and ensure timely completion of calling targets.
- Allocate guest lists and calling responsibilities among the RSVP team.
- Conduct regular follow-ups with the team and monitor RSVP conversion and response rates.
- Prepare and share daily, weekly, and event-wise RSVP reports with senior management and the wedding planning team.
- Coordinate with Wedding Planners, Hospitality, Logistics, Operations, Accommodation, and Transportation teams to ensure guest requirements are communicated and executed properly.
- Identify gaps or discrepancies in guest data and ensure timely resolution.
- Maintain confidentiality of guest information and ensure professional handling of sensitive details.
- Support the hospitality team during live events, including guest reception, registration, seating, transportation, and special guest coordination, whenever required.
- Ensure a high standard of guest experience throughout the pre-event and event period.
- Take ownership of last-minute guest confirmations, changes, cancellations, and special requirements.
Team Management Responsibilities
- Lead and supervise the RSVP calling team.
- Set daily calling and follow-up priorities.
- Monitor team performance and ensure completion of assigned guest lists.
- Train team members on professional calling etiquette, guest communication, and data management.
- Review calling quality and ensure accurate recording of guest responses.
- Escalate critical guest issues to senior management or the concerned Wedding Planner.
- Ensure all guest-related information is properly handed over to the respective event teams.
Skills & Qualifications
- Graduate preferred; Post Graduate will be an advantage.
- 4–7 years of relevant experience in RSVP management, hospitality, guest relations, wedding planning, luxury events, customer service, or a similar role.
- Prior experience handling premium weddings, luxury events, VIP/VVIP guests, or high-volume guest coordination will be preferred.
- Excellent verbal and written communication skills.
- Fluency in English and Hindi; knowledge of additional local languages will be an advantage.
- Strong knowledge of MS Excel / Google Sheets and guest database management.
- Excellent organizational and follow-up skills.
- Strong leadership and team-management capabilities.
- Ability to manage multiple events and guest lists simultaneously.
- Strong problem-solving and escalation-management skills.
Desired Attributes
- Pleasant, confident, and professional personality.
- Excellent telephone and guest-handling etiquette.
- Strong ownership and accountability.
- Patient and persuasive communication style.
- Highly organized and detail-oriented.
- Ability to handle pressure and last-minute changes.
- Professional and discreet while dealing with VIP and confidential guest information.
- Strong coordination skills with internal and external stakeholders.
- Willingness to work flexible hours, weekends, and extended hours during the wedding season.
Working Conditions
- Primarily office-based with regular coordination with event teams.
- Travel to wedding venues may be required during live events.
- Weekend, late-evening, and extended working hours may be required during weddings and peak event periods.
- The role may involve managing multiple guest lists and events simultaneously.
Preferred Background
Candidates with experience as a Senior RSVP Executive, RSVP Manager, Hospitality Manager, Guest Relations Manager, Wedding Planner, Senior Wedding Planner, Event Hospitality Manager, or Guest Experience Manager will be preferred.
Pay: ₹30,000.00 - ₹35,000.00 per month
Work Location: In person
