Special Events Coordinator

Private Event Coordinator Summary: As an Event Coordinator, you will be responsible for ensuring the smooth planning, execution, and follow-up of events. You will oversee daily event preparation, manage staff, maintain communication with the team, and ensure guest satisfaction. You will also handle administrative tasks, including reviewing feedback and preparing reports. The ideal candidate will be highly organized, proactive, and possess excellent communication skills. Required Skills and Qualities:  Strong organizational skills and attention to detail  Ability to manage multiple tasks and deadlines simultaneously  Excellent communication skills, both written and verbal  Ability to remain calm and composed under pressure  Problem-solving skills and proactive in addressing issues  Strong interpersonal skills, able to work with diverse teams and clients  Experience in event coordination or hospitality is a plus  Flexible and adaptable to changing priorities and requests  Proficiency in Microsoft office, Google Sheets and review platforms (Google, Yelp, TripAdvisor)

Key Responsibilities: Pre-Event Preparation:
1. Create Daily Event Checklist: Organize and prioritize all tasks for the day to ensure nothing is overlooked.
2. Prepare Necessary Documents: Ensure all required event documents are ready, including: Captain Sheets: Print out 6 copies for staff - Canapés & Cocktail Menus: Print out four copies of each for every event. Kitchen Sheets: Print out two Savory & Pastry copies and post them on board. - Dinner Menus: Dinner Menus will need to be revised by Host, PDR Savory Chef and PDR Pastry Chef before final printing. Must have approval from all parties. Special instructions or notes related to the event
3. Post Documents in PDR (Private Dining Room): Upload all event documents to the Event Board in the PDR Kitchen by 2:00 PM, including: o Event details o Room setup instructions o Menu selections o Any custom requests or specific instructions
4. Oversee Event Set-Up: Double-check room setup against the Captain Sheet to ensure seating arrangements, decor, AV setups, and other items like menus and table settings are in place. Event Day Responsibilities
5. Verify StaƯ Assignments: Confirm staƯing list and roles prior to the PDR lineup to ensure all positions are covered.
6. Greet Event Host: Personally welcome the event host, introducing them to the Manager on Duty (MOD) and the captain of the event, ensuring they feel confident about the event’s success.
7. Monitor Pre-Event Reception (Canapés/Cocktail Reception): Oversee preparations during the initial reception phase, addressing any last-minute requests or issues to ensure the event runs smoothly.
8. Monitor Event Flow: Ensure all event phases (canapés, cocktail reception, dinner) progress according to schedule, maintaining smooth service throughout.
9. Maintain Clear Communication: Communicate effectively with the MOD, Captain, and kitchen staff to ensure the event is operating seamlessly. 
10. Closing Report: Compile and send a closing report summarizing event highlights, challenges, and special moments. This report will also include any follow-up actions, such as guest feedback, damages, or special requests. Additional Responsibilities:  Weekly Review Updates and Replies: Review and respond to all online reviews (Google, Yelp, TripAdvisor, and Comment Cards) by the end of each week.  Maintain Review Spreadsheet: Add all reviews received during the week to a Google Spreadsheet for tracking, ensuring the information is updated monthly.