Event Coordinator

Job Description

Job Description

  Benefits/Perks

• Competitive wages
• Career Growth Opportunities
• Fun and Energetic Environment
• Ongoing training
• Employee Discount

Job Summary:

Do you enjoy the process of planning and carrying out successful events? Are you passionate about providing fun experiences that make people want to return again and again? If so, we want to meet you! X-Golf is seeking an energetic, outgoing, and highly organized Part-Time Special Events Coordinator to oversee private events, corporate outings, customer appreciation events, holiday parties, networking events, fundraisers, and social gatherings across our Southeast Michigan and Northwest Ohio locations.

Responsibilities: 

• Respond promptly to event inquiries via phone, email, website submissions, and social media.
• Guide prospective clients through the event booking process.
• Prepare event proposals, pricing, and rental agreements.
• Conduct venue tours and consultations with potential clients.
• Coordinate all event details including food, beverages, golf activities, room setup, timing, and special requests.
• Maintain communication with clients before, during, and after events.
• Ensure all event information is accurately documented and communicated to management and staff.
• Attend and oversee special events as needed to ensure exceptional guest experiences.
• Follow up on inquiries and event leads to maximize booking conversions.
• Manage special events from initial inquiry through successful event execution across all X-Golf locations within the territory.

Community Outreach & Business Development:

• Build relationships with local businesses, chambers of commerce, nonprofits, schools, sports organizations, and community groups.
• Attend networking events, business mixers, community festivals, and local events representing X-Golf.
• Conduct weekly outreach to organizations that may benefit from hosting events at X-Golf.
• Identify opportunities for corporate meetings, team-building events, holiday parties, customer appreciation events, fundraisers, networking functions, and private celebrations.
• Develop partnerships that increase brand recognition and event bookings.
• Assist with promotional campaigns and event marketing initiatives.
• Generate new leads through community engagement and relationship-building efforts.

Schedule & Availability:

• Up to 20 hours per week initially.
• Flexible schedule with availability to work evenings and weekends as events require.
• Attendance at special events, networking functions, chamber events, and community events is required.
• Position may expand to full-time hours based on successful growth of event bookings and business development efforts.

Qualifications

• Previous event planning, event hosting, hospitality, banquet, catering, venue coordination, or similar event management experience required.
• Strong customer service and relationship-building skills.
• Excellent verbal and written communication skills.
• Ability to multitask and manage multiple events simultaneously.
• Strong attention to detail and organizational skills.
• Comfortable speaking with business owners, executives, community leaders, and event hosts.
• Self-motivated with the ability to work independently.
• Reliable transportation for travel between locations and community events
• Bartending experience preferred.
• Golf knowledge or golf industry experience is a plus.
• Sales, networking, or business development experience is a plus.
• Experience working in entertainment, hospitality, restaurant, country club, or event venue environments is preferred.
• Previous event planning, event hosting, hospitality, banquet, catering, venue coordination, or similar event management experience required.
• Strong customer service and relationship-building skills.
• Excellent verbal and written communication skills.
• Ability to multitask and manage multiple events simultaneously.
• Strong attention to detail and organizational skills.
• Comfortable speaking with business owners, executives, community leaders, and event hosts.
• Self-motivated with the ability to work independently.
• Reliable transportation for travel between locations and community events.

Technical Requirements:

• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Experience using Canva.
• Comfortable learning and using web-based applications, CRM systems, and event management software.
• Experience using Zoom and virtual meeting platforms.
• Personal laptop or desktop computer required.
• Ability to manage and respond to inquiries using a company-provided on-call phone.

What We're Looking For:

We're looking for someone who enjoys meeting new people, creating memorable experiences, and helping organizations bring their events to life. The ideal candidate is equally comfortable networking at a chamber event, meeting with a corporate decision-maker, answering customer inquiries, coordinating event details, and ensuring guests have an exceptional experience on event day.

If you thrive in a fast-paced hospitality environment and are excited by the opportunity to grow business while creating unforgettable experiences, we'd love to hear from you.