Event Coordinator

Event Coordinator

This is your Moment. At Gila River Resorts & Casinos, we're looking for more than employees. We're looking for Moment Makers. People who combine professionalism with genuine warmth, who anticipate needs before they're spoken, and who take pride in turning everyday interactions into unforgettable experiences. Our team understands that exceptional service is about what you do, but true hospitality is about how you make people feel.

The event coordinator is responsible for overseeing administrative, logistical, and operational functions that support the Event Services department. This role has a large focus on planning, providing accurate documentation and through communication. The position requires strong organization skills, high level multi-tasking, and interdepartmental coordination to support a successful event operation.

Essential duties and responsibilities include:

• Manage all in-house catering inquiries, maintain event calendars, and update all booking systems.
• Oversee all details & Banquet Event Orders (BEO's) for in-house meetings & departmental training.
• Organize daily distribution of event posting, change log & property Banquet Event Order (BEO's) distribution.
• Prepare, distribute, and maintain Banquet Event Orders (BEO's) for weekly review.
• Manage the creation of 14-day booking recap and weekly distribution.
• Responsible for weekly resume distribution; assist Event Managers with group resumes.
• Prepare catering estimates based on Banquet Event Orders (BEO's) and provide to Billing Coordinator.
• Coordination of updates in Delphi for revisions to include menus, pricing, set-up, and overall system changes.
• Track catering performance metrics for forecasting and end-of-month revenues.
• Manage amenity inventory, personalized notes, and custom amenities for VIPs.
• Responsible for final billing reconciliation for Event Managers review, audit final billing for billing accuracy.
• Monitor vendor agreements, certificates of insurance and compliance documentation.
• Oversee execution of catering guidelines for all new group turnovers.
• Prepares signage and specialty menus for VIP events.
• Assist with departmental ordering and accurate cost tracking for expenses.
• Assist with preparation of in-house VIP events, marketing driven events, corporate partner events, trade shows & networking events
• Creation of visual aids for group & VIP events
• Communicate with guests and group contacts via verbal and written communication.
• Upload banquet report communications to booking notes for future review.
• Conducts introductory site tours and event walk throughs when needed.
• Perform other special projects and duties as assigned.

What You'll Need (Qualifications)

• Associate's degree in hospitality management, Business Administration, or related field preferred
• 2–4-year years of catering, hospitality, event, or banquet coordination experience
• Proficiency in Delphi Management system, Opera, Microsoft Office (Word, Excel & Outlook)
• Strong administrative management skills
• High degree of project & organizational skills
• Possess diligent attention to details, strong organization skills, telephone and written communication skills, takes direction easily, self-motivated with the ability to complete tasks in a timely manner with minimum supervision
• Ability to multi-task effectively
• Keen sense of confidence and empowerment
• Demonstrates a strong commitment to collaborative teamwork and cross-department coordination to ensure shared accountability among departments
• Able to always maintain a professional and forward-thinking demeanor
• Must possess excellent verbal and written communication skills
• Ability to perform the GILA WAY when engaging with guests:
• Greet
• Interact
• Listen
• Appreciate

Anything else? Absolutely! Benefits and Perks:

When you join Gila River Resorts & Casinos, you're joining a team that values your contributions and invests in your future. From comprehensive health coverage and company-paid benefits to a generous 401(k) match, wellness initiatives, paid time off, and exclusive team member perks, our rewards package is designed to help you succeed professionally and personally. Because when our Moment Makers feel supported, empowered, and valued, they create unforgettable experiences for our guests while also thriving within their careers. (Benefits eligibility determined by hours worked and length of time in role.)

Last but not least…You Do You!

We at Gila River Resorts & Casinos encourage you to be your authentic self, embrace your individuality, and enjoy the inclusive and supportive culture we offer. We embrace a wide demographic of team members, all with a shared focus of delivering an optimal guest experience.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.