Event Coordinator

Benefits: 401(k) with company match Dental insurance Health insurance Vision insurance Medical insurance Life insurance Short-Term Disability Long-Term Disability Employee referral program Employee discounts (Goodstone Inn & Restaurant) Paid vacation and sick time Paid time off Opportunity for advancement Training & development Wellness resources Job Title: Events Coordinator Department: Events Reports To: Banquet and Event Operations Manager Hours: 5 days a week, including weekends (8 and 10-hour shifts) Key Responsibilities Event Planning & Client Coordination Serve as the primary planning contact after contract execution. Guide clients through the planning process and collect all event details, timelines, and requirements. Schedule and conduct planning meetings, venue walkthroughs, and event detail reviews. Assist with menu selections, timelines, floor plans, vendor coordination, guest accommodations, and event logistics. Maintain consistent communication with clients throughout the planning process. Ensure all event details are finalized according to established deadlines. Banquet Event Orders (BEOs) & Event Documentation Prepare, update, and distribute BEOs and event resumes. Verify accuracy of timelines, room layouts, catering requirements, bar selections, vendor information, and special requests. Review event details with internal teams to ensure operational readiness. Coordinate event changes and communicate updates promptly to all stakeholders. Maintain accurate event records within TripleSeat and other systems. Operational Coordination Partner with the Event Operations team to staff and prepare events. Coordinate rental orders, vendor arrivals, deliveries, and setup schedules. Participate in event turnover meetings and pre-event planning reviews. Work closely with Guest Services to coordinate room blocks, VIP arrivals, guest itineraries, and special accommodations. Support event execution and proactively troubleshoot issues. Event Day Support Serve as an on-site representative during weddings, corporate retreats, and social events. Assist with event setup verification and ensure spaces meet client expectations. Coordinate with vendors, caterers, and internal departments throughout the event. Address client requests and operational challenges professionally and efficiently. Support event breakdown and post-event follow-up as needed. Administrative Responsibilities Maintain organized client files and event documentation. Assist with reporting, forecasting support, and event tracking. Monitor deposits, payment schedules, and billing details with Accounting and Sales. Support continuous improvement of event planning processes and guest experiences. Preferred Qualifications Bachelor's Degree preferred but not required. 2+ years of event planning, hospitality, catering, wedding, or hotel event experience. Experience coordinating weddings, social events, corporate meetings, or luxury hospitality events preferred. Experience with TripleSeat, Maestro, Microsoft Office, and event management software preferred. Strong organizational and project management skills. Excellent verbal and written communication abilities. Ability to manage multiple projects and deadlines simultaneously. Knowledge, Skills & Abilities Strong attention to detail and organizational skills. Ability to build relationships with clients, vendors, and internal teams. Ability to work independently while managing competing priorities. Strong problem-solving and decision-making skills. Professional and polished communication style. Ability to remain calm and organized in a fast‑paced environment. Proficiency with Microsoft Office Suite and event management software. Knowledge of hospitality operations and event execution. Flexible schedule with availability for evenings, weekends, and holidays based on event needs. Work Environment Operates in office and event environments, with regular interaction with guests, clients, vendors, and team members. Frequently works indoors and outdoors in varying weather conditions. Must adapt to changing event schedules and last‑minute requests. Requires walking throughout the property and event venues during execution. Physical Requirements Ability to stand and walk for extended periods. Ability to climb stairs and navigate event spaces. Ability to lift and carry up to 25 pounds occasionally. Ability to work extended hours during event days when necessary. Additional Duties Please note that this job description is not intended to provide a comprehensive listing of activities, duties, or responsibilities required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice. Equal Opportunity Employer Goodstone Inn & Restaurant is an equal opportunity employer committed to creating an inclusive workplace. We celebrate diversity and are dedicated to fostering a culture of respect, professionalism, and opportunity for all employees. #J-18808-Ljbffr