Event Service Coordinator

Job Description

Job Description

Description:

JOB SETTING AND PHYSICAL DEMANDS

To perform the job successfully, the candidate must be able to use a computer and other

standard office equipment. Fluency in the English language and the ability to speak, hear, read,

and write are required as is the ability to work any hours/days of the week and weekends

necessary to meet business requirements.

Disclaimer

This job description indicates in general the nature and levels of work, knowledge, skills,

abilities, and other essential functions (as covered under the Americans with Disabilities Act)

expected of people assigned to this position. It is not designed to cover or contain a

comprehensive listing of activities, duties, or responsibilities required by the incumbent. All

employees may be required to perform activities outside of their normal job responsibilities

from time to time as needed.

EOE - All qualified applicants will receive consideration for employment without regard to race,

color, religion, gender, national origin, age, disability, or veteran status.

ESSENTIAL JOB FUNCTIONS

Sales Administrative Support

• Provide administrative support to the Sales team

• Maintain accurate account, group, and contact information within hotel CRM

• Assist with lead management, booking documentation, and file organization

• Prepare weekly reports, sales activity tracking, and internal communications

• Support client site visits and meetings as needed

Event & Catering Coordination

• Create and distribute Banquet Event Orders (BEOs) and Group Resumes

• Ensure all event details are accurate, updated, and communicated to operational

departments

• Coordinate event logistics including room setups, food & beverage requirements, and

special requests

• Work closely with Banquets, Culinary, Front Office, and Housekeeping teams to ensure

successful execution

• Participate in BEO and pre-convention meetings when applicable

Client & Internal Communication

• Serve as the on-site contact for clients for logistical and event-related questions

• Ensure timely follow-up on client requests and changes

• Maintain professional communication that reflects the hotel’s service standards

Event Service Coordinator – Level 1

Event Execution & On-Site Ownership

• Act as the primary on-site contact for assigned groups and events

• Ensure seamless handoff from Sales to Operations through proactive event detailing

• Conduct event walk-throughs with clients when applicable

• Monitor event flow during programs and address operational needs in real time

• Partner with the Sales team to anticipate client needs and elevate the guest experience

Qualifications

• Minimum of 1 year working in a hotel or conference Catering/Sales Assistant role

• Minimum of High School education, post-high school education preferred

• Strong organizational and time-management skills with attention to detail

• Ability to manage multiple priorities in a fast-paced environment

• Excellent written and verbal communication skills

• Proficiency in Microsoft Office and hotel systems

• Strong interpersonal skills with a collaborative team mindset

JOB COMPETENCIES:

• Commitment to Task: Demonstrates dependability and shows a sense of urgency about

getting results; willing to commit the hours it takes to get the job completed; takes

responsibility for actions and achieves results; overcomes obstacles.

• Communication Skills: Presents ideas, concepts, and information effectively and clearly

through the spoken word; actively listens; communicates comfortably with various

audiences; responds effectively to questions.

• Flexibility: Adapts and changes course of action when appropriate; effectively

transitions from task to task; deals well with unresolved situations, frequent change,

delays, or unexpected events; maintains objectives amidst shifting priorities.

• Initiative: Acts proactively; addresses issues or opportunities without supervision;

focuses on desired results and accomplishments; demonstrates clear purpose,

enthusiasm, and a “can-do” attitude.

• Managing Execution: Manages multiple projects and effectively prioritizes tasks,

responsibilities, and goals; uses goals to guide actions and creates detailed action plans;

organizes and schedules people and tasks; utilizes resources effectively to meet goals.

• Teamwork: Works cooperatively with others to accomplish business goals and

objectives; asks others for their ideas and opinions; supports team’s decisions;

contributes to the team’s efforts.