PRIVATE EVENTS MANAGER

Job Description

Job Description

Job Summary

The Event Planner / Event Space Manager is responsible for coordinating, planning, executing, and overseeing private events, weddings, member functions, corporate events, tournaments, and special occasions while managing the operational readiness, presentation, scheduling, and overall functionality of event spaces throughout the Club.

This position serves as the primary contact for clients from initial inquiry through post-event follow-up while ensuring exceptional guest experiences, operational efficiency, revenue generation, and adherence to Club standards, policies, and service expectations.

Reliable attendance, professionalism, communication, and operational accountability are essential functions of this position due to the operational demands associated with member events, hospitality operations, and Club activities.

Essential Functions

• Coordinate and oversee private events, weddings, tournaments, member events, and Club functions.
• Maintain regular attendance and timely arrival for scheduled shifts, meetings, and event functions.
• Work flexible hours including evenings, weekends, holidays, and extended hours as operationally required.
• Communicate effectively with members, guests, vendors, managers, and operational departments.
• Ensure event execution, room presentation, and hospitality standards meet Club expectations.
• Maintain confidentiality of Club, member, guest, employee, financial, and operational information.
• Follow instructions from management and comply with all Club policies, safety procedures, and operational standards.
• Maintain professionalism, sound judgment, and operational ownership in all interactions.
• Responsible for directing workflow, assigning duties, monitoring performance, coaching employees, and communicating operational concerns to management.
• Supervise, direct, and coordinate event staff, banquet staff, setup personnel, and operational support teams as assigned.

Typical Key Responsibilities

• Meet with clients to determine event objectives, budgets, timelines, and service expectations.
• Plan and coordinate all aspects of events including room setup, catering, décor, audiovisual needs, entertainment, staffing, and logistics.
• Prepare contracts, banquet event orders (BEOs), invoices, event schedules, diagrams, and related documentation.
• Conduct venue tours and assist with sales efforts to maximize bookings and revenue opportunities.
• Coordinate with culinary, beverage, golf, facilities, housekeeping, lodging, and service teams to ensure seamless event execution.
• Oversee event setup, service flow, execution, and breakdown to ensure quality standards are maintained.
• Monitor banquet rooms, meeting spaces, patios, and event venues to ensure they remain presentation-ready.
• Provide leadership, training, scheduling coordination, accountability, and operational oversight to ensure successful event execution and service standards.
• Assist in maintaining staffing coverage, productivity expectations, professionalism, and adherence to Club policies and operational procedures.
• Responsible for accurate communication of event details, minimums, billing requirements, and operational changes to reduce revenue loss, service failures, or billing discrepancies.
• Track event deposits, billing, minimums, and final invoicing accurately and timely.
• Assist with budgeting, forecasting, pricing strategies, and departmental revenue goals.
• Monitor vendor access and ensure outside vendors comply with Club policies, Certificate of Insurance Compliance (COI), and operational requirements.
• Support and enforce all TABC requirements, responsible alcohol service standards, and Club food and beverage policies during events and functions.
• Resolve guest concerns, operational issues, and last-minute changes promptly and professionally.
• Expected to timely respond to Club communications, operational requests, scheduling updates, and event-related changes.
• Generate reports related to bookings, revenue performance, and client feedback.
• Escalate significant member complaints, operational failures, safety concerns, or reputational issues to management timely and appropriately.
• Perform other job-related duties as assigned consistent with operational needs.

Schedule Expectations

• Evenings, weekends, holidays, and extended hours are regularly required based on event schedules.
• Additional hours may be required during tournaments, weddings, member events, holidays, and peak operational periods.
• Schedules may fluctuate based on seasonal demands, event bookings, and operational priorities.
• All hours worked will be scheduled in accordance with Club policies and applicable federal and Texas wage and hour laws.

Physical & Environmental Requirements

• Ability to stand and walk for extended periods during events and operational functions.
• Ability to lift, carry, move, or assist with event-related materials and equipment up to approximately 30 pounds.
• Ability to work indoors and outdoors in varying weather conditions depending on event location and operational needs.
• Ability to multitask and maintain composure in fast-paced hospitality environments.

Professional Standards

• Employees are expected to maintain professional appearance, conduct, communication, and confidentiality consistent with Club standards.
• Due to the hospitality nature of the Club environment, employees may develop frequent interaction with members and guests; however, employees are expected to maintain professional boundaries at all times both during and outside of work activities.
• Fraternization, favoritism, inappropriate relationships, or conduct that could compromise professionalism, operational integrity, or workplace culture may result in disciplinary action.
• Employees are expected to exercise professionalism and discretion regarding social media activity involving members, guests, Club operations, or private events.
• Employees are expected to exercise discretion, sound judgment, and professionalism when interacting with members, guests, vendors, and fellow employees.

Qualifications & Skills

• Bachelor’s degree in Hospitality Management, Event Management, Marketing, Business, or related field preferred.
• Minimum of 2–3 years of event planning, banquet management, hospitality, venue management, or related experience preferred.
• Country club, resort, hotel, or upscale hospitality experience strongly preferred.
• Strong organizational, multitasking, communication, and customer service skills.
• Must maintain current TABC Certification and Food Handler Certification as required by Club policy and Texas law.
• Proficiency in Microsoft Office and event management or club management software preferred.
• Ability to work independently while maintaining strong attention to detail and operational accountability.

What We Value at Traditions Club

• Exceptional hospitality and member service.
• Operational ownership and accountability.
• Professionalism, confidentiality, and teamwork.
• Strong communication and follow-through.
• Pride in presentation, organization, and execution.

Reservation of Rights

The Club reserves the right to modify, interpret, or revise this job description at any time to meet operational needs. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position.

Salary Requirement and References shall be provided with Resume and/or application.