Event Details & Rooms Coordinator

Event Details & Rooms Coordinator

The Event Details & Rooms Coordinator plays a critical role in delivering exceptional event experiences through detailed planning, clear communication, and strong cross-functional collaboration. This is a high-volume, client-facing role responsible for managing and executing event logistics for 400+ events annually. You will serve as the primary point of contact for clients, guiding them through the planning process while ensuring every detail is accurate, well-organized, and executed successfully. This is not an entry-level or purely creative role. This role is highly rewarding but also fast-paced, deadline-driven, and detail-intensive. It requires someone who thrives in a structured environment, communicates effectively under pressure, and takes ownership of both client experience and internal execution. Full-Time | In Office (TuesdaySaturday, 9am5pm) Annual Compensation $45,000 - $55,000 Base Salary and Commission

Success In This Role

• Ability to manage a high volume of clients simultaneously, each at different stages of the planning process
• Exceptional written and verbal communication skills, with the ability to adapt communication style based on client needs and situations
• Strong organizational systems with a high level of attention to detail
• Ability to prioritize effectively and meet weekly deadlines while balancing competing client needs
• Confidence navigating emotional or high-stakes client interactions with professionalism and empathy
• A proactive, solutions-oriented mindset with the ability to anticipate needs and resolve issues quickly
• Commitment to supporting team members by clearly communicating details and setting other departments up for success
• Ability to maintain accuracy, responsiveness, and professionalism in a fast-paced environment with constant communication and shifting priorities

Primary Responsibilities

• Own and manage event details for up to 400 events annually, ensuring accuracy and timely completion
• Serve as the primary point of contact for clients from booking through event execution
• Lead client meetings to finalize timelines, floor plans, food & beverage selections, and logistics
• Own the accuracy and organization of all client records and event documentation
• Prepare for and actively participate in weekly BEO meetings with Operations and Culinary teams
• Ensure all event details are clearly communicated and transitioned to the operations team on schedule
• Coordinate with vendors and oversee client-provided dcor and external services
• Assist clients with securing and managing hotel room blocks at Hotel Covington
• Manage individual and group reservations and prepare detailed group resumes
• Collaborate across all departments to ensure seamless event execution
• Collect payments, manage administrative responsibilities, and maintain client records
• Execute monthly Taste & Toast events and private tastings
• Represent the company at networking events, trade shows, and marketing initiatives

Requirements

• College degree from an accredited university (major in Sales, Marketing, Hospitality, Event Planning, or a related field is preferred)
• Experience managing multiple clients, accounts, or projects simultaneously
• Experience in sales, hospitality, events, or client service environments
• Proven ability to prioritize and meet deadlines in a fast-paced setting
• Proficiency with Caterease, Social Tables, and Microsoft 365