Events Coordinator

Job Description

Job Description

Position Title: Event Coordinator

Key Responsibilities:

Event Coordination:

Assist in organizing group/event and setting up rooms

Ensure the venue and facilities at The Ember Lodge are clean, organized, and well-maintained before and during events.

Supervise the operations of events at The Ember Lodge, addressing any guest needs promptly and professionally.

Perform closing duties after events to ensure the venue is properly secured and ready for the next event.

Client Interaction:

Provide tours to prospective clients at The Ember Lodge, conducting comprehensive walk-throughs and answering all venue-related questions.

Communicate with clients regarding upcoming bookings, procedures, and day-of requirements for both The Ember Lodge and Bear Paw Adventure Park.

Respond to leads and inquiries through various channels, including social media, phone calls, the website, and email, ensuring timely and professional communication when the Events Manager or Group Manager is unavailable.

Large-Scale Event Project Management:

Serve as the primary point of contact and project lead for large-scale events, ensuring seamless coordination and execution on the day of the event.

Work closely with internal teams and external vendors to align on timelines, deliverables, and logistics, ensuring that all elements of the event are in place and on schedule.

Conduct pre-event and day-of-event meetings with vendors and staff to review responsibilities, timelines, and emergency procedures.

Supervise event setup, ensuring that all components such as décor, AV, and entertainment are properly executed.

Act as the on-site lead during large-scale events, overseeing staff, addressing any last-minute needs, and ensuring everything runs smoothly.

Administrative / Sales Support:

Offer administrative support to the Food and Beverage Manager

Facilitate the sale and scheduling of group events including school field trips, summer camps, company outings, and other group activities.

Assist in the sale and scheduling of birthday parties at Bear Paw Adventure Park.

Answer phone calls promptly and professionally, directing them to appropriate departments or resolving inquiries as needed.

Additional Duties:

Attend off-site community events to promote our brands, engaging with the public and providing information about The Ember Lodge and Bear Paw Adventure Park.

Perform other tasks as assigned by the Food and Beverage Manager to support the overall success of events and group bookings.

Provide support in other departments when needed such as housekeeping, groundskeeping/maintenance, and more.

Assist with operations at the Christmas Carnival of Lights from November to December