Hospitality Events Logistics Coordinator

Hospitality Events Logistics Coordinator

The Hospitality Events Logistics Coordinator is responsible for planning, coordinating, and communicating all logistical and operational details necessary after sales and booking for the successful execution of events at Greenway venues. Serving as the primary point of contact for clients throughout the planning process, this role ensures each client's vision is translated into detailed event plans while coordinating with internal departments and external vendors to deliver exceptional event experiences. Reporting to the Hospitality Operations Manager, the Events Logistics Coordinator serves as the central communication link between clients, sales, culinary, front-of-house, maintenance, and vendor partners, ensuring all teams are informed, aligned, and prepared for seamless event execution. This position requires exceptional customer service, outstanding organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced hospitality environment.

Key Functions

Client Communication and Event Planning:

• Serve as the primary operational point of contact for clients after booking through event execution.
• Collaborate with clients to gather, confirm, and document all event details, preferences, and logistical needs.
• Manage and maintain accurate Banquet Event Orders (BEOs) for all events.
• Review and confirm all event details with clients in a timely and professional manner.
• Guide clients through the planning process, ensuring clarity on timelines, venue capabilities, and operational requirements.

Floor Plans, Layouts, and Event Design Logistics:

• Create, update, and finalize detailed floor plans based on client specifications and venue capabilities.
• Ensure all layouts comply with safety regulations, capacity limits, and operational flow requirements.
• Communicate finalized floor plans to Front of House, Maintenance, and Operations teams for execution.
• Adjust layouts as needed based on client revisions or operational constraints.

Tastings, Walkthroughs, and Client Meetings:

• Coordinate and schedule client tastings in collaboration with the culinary team.
• Organize and/or lead final venue walkthroughs with clients prior to events.
• Document all final decisions, changes, and approvals during tastings and walkthroughs.
• Ensure all updates are accurately reflected in BEOs and communicated to relevant departments.
• Provide a professional, welcoming, and service-oriented client experience during all meetings.
• Ensure guest requests are handled efficiently.

Event Logistics Coordination:

• Coordinate all event logistics including tables, chairs, linens, dcor, AV equipment, catering equipment, and rentals in collaboration with Front of House and Maintenance teams.
• Communicate delivery schedules and logistics for all third-party vendors.
• Ensure all event setups align with approved floor plans and BEOs.
• Confirm operational readiness prior to guest arrival through coordination with internal departments.

Vendor Coordination:

• Serve as the primary operational liaison for all external vendors.
• Communicate delivery times, access instructions, and venue requirements.
• Ensure vendors comply with venue policies and operational procedures.
• Coordinate load-in and load-out schedules to ensure efficiency, safety, and minimal disruption to operations.

Internal Communication and Team Coordination:

• Clearly communicate all event details, BEOs, and floor plans to internal departments.
• Participate in pre-event operational meetings to review final details.
• Coordinate with Front of House Manager and Hospitality Operations Manager to ensure staffing and service alignment.
• Coordinate with Culinary team on menu selections and preferences for event as needed.
• Maintain accurate and up-to-date event calendars and production schedules.
• Ensure all departments are aligned on timelines, expectations, and responsibilities.

Event Execution Support:

• Conduct pre-event walkthroughs with internal teams to confirm readiness.
• In collaboration with the Hospitality Front of House Manager, troubleshoot logistical issues before and during events as needed, and prioritize event debriefs to understand areas of opportunities.
• Ensure timely breakdown and reset of event spaces in coordination with Maintenance and Front of House teams.

Administrative Responsibilities:

• Maintain complete and accurate event files, including BEOs, floor plans, and client communications.
• Prepare detailed production schedules for each event.
• Assist with ordering event supplies and rentals in coordination with Operations and Front of House leadership.

The LSC Way:

Our Culture is a top priority. As part of our commitment to culture, we have written several "Fundamentals" called The LSC way that are traits we value in our daily activities. The fundamentals that are critically important to this position are:

• Treasure, Protect, and Promote our Reputation
• Walk in your Customers Shoes
• Pay Attention to the Details
• Be Process Driven
• Deliver Legendary Service

Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum 3 years of experience in event coordination, hospitality operations, or venue management.
• Strong client-facing and customer service experience required.
• Exceptional attention to detail and organizational skills.
• Proven ability to manage multiple events and deadlines simultaneously.
• Strong written and verbal communication skills.
• Experience creating or managing BEOs and event documentation preferred.
• Familiarity with floor plan software or event management systems preferred.
• Ability to remain calm, professional, and solution-oriented in a fast-paced environment.
• Current CPR, First Aid, AED certifications; We will provide training for certifications.
• Valid Driver's License with a safe driving history.

Reporting To This Position: This position does not have direct reports.

This role provides coordination and operational direction (not supervision) to:

• Front of House Team (during event execution coordination)
• Maintenance Team (for setup and facility readiness coordination)
• Setup Crew / Event Support Staff (as assigned by leadership)
• External Vendors during load-in and load-out

Physical Requirements: Must be able to exert up to 25-75 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical demands are more than those for sedentary work; must be able to remain on feet for extended periods of time, stoop, kneel, push, pull, and lift/carry weights of up to 75 pounds. Ability to work evenings, weekends, holidays, and extended hours during events.