Event Coordinator

ABOUT US

The h.wood Group is a Los Angeles-based hospitality and lifestyle company with a diversified portfolio of upscale nightlife and restaurant concepts. The company is responsible for some of the most iconic brands in hospitality, including Delilah, The Nice Guy, and Bootsy Bellows, among others.

In addition to its hospitality concepts, The h.wood Group offers corporate branding, catering,

event production, and marketing services. We are committed to creating warm, inviting, and uniquely lavish experiences for our diverse clientele. Our company is built on integrity and a commitment to creating world-class restaurants, nightlife, and events.

ROLE SUMMARY

The Events & Group Dining Coordinator is a polished, highly organized hospitality professional responsible for managing the group dining business at Delilah Dallas while supporting the Events Manager in the planning and execution of semi-private events, full buyouts, special events, and brand activations.

This role serves as the primary point of contact for large party dining inquiries, guiding guests from initial inquiry through the completion of their dining experience. The Coordinator will own the organization, communication, and execution of group dining reservations while identifying opportunities to convert inquiries into larger event business.

For private and special events, the Coordinator works closely with the Events Manager and cross-functional teams to support event planning, administration, logistics, and on-site execution.

The ideal candidate is service-driven, detail-oriented, proactive, and passionate about luxury hospitality. Success in this role requires a balance of exceptional guest service, sales awareness, operational excellence, and strong cross-functional collaboration.

RESPONSIBILITIES

Group Dining & Sales

• Serve as the primary point of contact for large party dining inquiries, primarily for groups of 10-15 guests.
• Respond promptly and professionally to inquiries received via phone, email, online platforms, and internal referrals.
• Manage group dining reservations from initial inquiry through post-dining follow-up.
• Coordinate all reservation details, including menu selections, beverage packages, seating arrangements, timing, dietary restrictions, and special requests.
• Collaborate closely with the Reservations and Operations teams to maximize booking opportunities while maintaining Delilah's service standards and guest experience.
• Identify opportunities to elevate group dining inquiries into semi-private or private events and partner with the Events Manager to convert qualified opportunities.
• Develop relationships with individual hosts, corporate clients, executive assistants, event planners, concierges, and hospitality professionals to encourage repeat business and referrals.
• Maintain an organized and accurate calendar of group dining reservations and ensure timely client follow-up.
• Proactively identify opportunities to drive incremental revenue through group dining and private event business.

Event Planning & Administration

• Support the Events Manager with the planning and execution of semi-private events, full buyouts, special events, corporate functions, and brand activations.
• Maintain Tripleseat by creating events, updating details, processing changes, and ensuring all event information is accurate and current.
• Prepare and maintain Banquet Event Orders (BEOs), proposals, contracts, timelines, event budgets, and other client-facing and internal planning documents.
• Create, customize, and proof menus for group dining and private events.
• Prepare event diagrams, seating layouts, and other operational planning materials.
• Ensure event details are accurately and proactively communicated to Culinary, Beverage, Operations, Reservations, Production, and Management teams.
• Maintain organized event files, calendars, contracts, guest correspondence, and supporting documentation.
• Assist with post-event reconciliation, reporting, feedback collection, and internal event recaps.

Client Experience

• Deliver polished, proactive, and personalized communication throughout the planning process.
• Serve as a trusted liaison between guests and restaurant operations, ensuring expectations and event details are clearly communicated.
• Anticipate guest preferences, special occasions, VIP needs, and opportunities to create memorable moments.
• Build and maintain strong relationships with repeat guests, corporate clients, executive assistants, event planners, and other key partners.
• Conduct thoughtful post-event and post-dining follow-up to strengthen client relationships, encourage repeat bookings, and generate referrals.
• Consistently represent the elevated hospitality standards and luxury guest experience synonymous with Delilah and The h.wood Group.

Event Logistics & Execution

• Partner with the Events Manager to support the successful on-site execution of private and special events.
• Assist with vendor sourcing, quotes, orders, rentals, décor, audiovisual needs, transportation, entertainment, and other event logistics.
• Coordinate vendor communications and process invoices for timely submission and payment.
• Attend client meetings, site visits, walkthroughs, and rehearsals as needed.
• Support event setup, vendor arrivals, guest arrivals, event execution, and breakdown.
• Assist with VIP experiences, entertainment timing, and personalized guest requests.
• Quickly identify and help resolve operational needs during events while maintaining a calm, polished, and solutions-oriented approach.
• Support corporate marketing activations, brand partnerships, promotional events, and other special projects as needed.

QUALIFICATIONS

• 2-3 years of experience in luxury hospitality, fine dining, private dining, event coordination, catering, or upscale hotel operations.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Outstanding written and verbal communication skills with a polished, professional demeanor.
• Strong attention to detail and the ability to anticipate guest and operational needs.
• Demonstrated passion for delivering elevated guest experiences and building long-term client relationships.
• Sales-minded approach with the ability to identify opportunities to grow group dining and private event revenue.
• Experience with Tripleseat, OpenTable, SevenRooms, or similar reservation and event management platforms preferred.
• Proficiency in Microsoft Office and Google Workspace.
• Positive, collaborative, and solutions-oriented mindset.
• Ability to work evenings, weekends, holidays, and other peak business periods as required.
• Bachelor's degree in Hospitality, Event Management, Marketing, Communications, or a related field preferred.

PERKS

• Full-time, exempt position
• Earns commission
• Flexible PTO policy
• Company Dining Discount
• Medical, Dental, Vision, and Life Insurance after 60 days of employment