Special Events Coordinator

Job Description

Job Description

Since 1947, The Colony Palm Beach has been the center of Palm Beach social life hosting-- U.S. Presidents, European Royalty and welcoming travelers from around the world. Be part of a historic, luxury boutique hotel exhibiting polished charm and ambiance only steps away from world-famous shopping and dining on Worth Avenue and the crystal blue waters of the Atlantic Ocean.

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The Colony Palm Beach is an Equal Opportunity Employer and a Drug Free Work Place.

JOB OVERVIEW:

The Special Events Coordinator plays a vital support role within the Events Department at The Colony, assisting both the Director and Manager of Special Events in all aspects of planning, coordination, and execution. This individual ensures that administrative, reporting, and operational tasks are handled with precision, elegance, and attention to detail consistent with The Colony’s luxury standards. Known as “Palm Beach’s Pinkest Hotel,” The Colony is an iconic destination with a legacy of hosting unforgettable moments. Joining our team means becoming part of a family dedicated to service, creativity, and delivering luxury with a personal touch. We offer a dynamic and collaborative work environment where your contributions directly enhance the guest experience and our celebrated brand.

ESSENTIALS JOB FUNCTIONS:

• Provide comprehensive administrative support to the Director and Manager of Special Events, ensuring smooth daily operations.
• Maintain and update internal systems and platforms related to event sales, tracking, and reporting (e.g., Delphi, Rover, Prism).
• Generate and distribute daily, weekly, and monthly reports related to upcoming events, group bookings, and revenue projections.
• Prepare and assist with all event documentation, including proposals, contracts, Banquet Event Orders (BEOs), Resume, Timelines, internal memos, schedules of events, and client correspondence.
• Contact clients to coordinate and finalize event details, assist with scheduling vendors,process catering orders and send menus to clients,
• Distribute BEOs and group documents to all departments
• Provide information to clients on various options for food & beverage, services, set-ups, rooms, venues, and vendors,
• Provide guest service for all aspects of the business,
• Coordinate internal communications between departments (Banquets, Culinary, Front Office, Housekeeping, etc.) to ensure all teams are aligned on event needs.
• Support in the coordination of site inspections, walkthroughs, client meetings, and menu tastings.
• Ensure event spaces are properly prepared and presented to meet The Colony’s brand and guest experience standards.
• Assist with the creation and organization of printed materials and event collateral.
• Assist in the coordination and execution of in-house events, including tracking rental needs (e.g., tables, linens, staging, A/V), submitting internal work orders, and confirming setup requirements.
• Monitor, compare, and reconcile entertainment schedules (e.g., live music, DJs, performances) to ensure seamless coordination between private bookings and in-house programming.
• Maintain internal event calendars and ensure that overlapping event needs (staffing, space, entertainment, equipment
• Support on-site execution of events, including select evenings, weekends, and holidays as needed.
• Serve as point of contact for select clients, especially in the absence of a manager, providing exceptional, solution-oriented service.
• Support with the organization and distribution of group resumes and event timelines, ensuring all departments have the necessary details to execute at a high standard
• In addition to coordinating events at The Colony, the Event Coordinator will be responsible for administrative tasks such as pulling reports, creating, and managing BEOs and event resumes, and may also assist with event planning and execution at our sister property, The Hedges Inn, during the in-season months
• Assist the Manager with coordinating group room blocks, rooming lists, resumes and special requests.
• Take the lead on small group programs in The Florida Room or repeat events once fully trained and approved by management.
• Help fulfill VIP guest amenities, room setups, and personalized touches in collaboration with Front Office and Housekeeping, ensuring luxury standards are met.

QUALIFICATIONS:

• High School Diploma or equivalent.
• Exceptionally detail-oriented, with a sharp eye for accuracy and consistency in all tasks
• Ability to prioritize and organize work assignments; ability to successfully handle multiple assignments.
• Ability to focus attention on details.
• Ability to suggestively sell and up-sell services and items
• Thorough knowledge of hotel services and amenities.
• Availability to work holidays, weekends, and periods of high demand.
• Oral Comprehension - demonstrates ability to listen to and understand information and ideas presented through spoken words and sentences.
• Reading Comprehension - demonstrates understanding of written sentences and paragraphs in work-related documents.
• Computer Skills - Proficient with Microsoft Office Suite or related software.
• Excellent guests service skills and passion for hospitality.
• Excellent telephone etiquette skills.
• Ability to focus attention on guest needs; remaining calm and courteous at all times.
• Good knowledge of hotel PMS systems.
• A team-oriented mindset with flexibility and a can-do attitude.
• High level of professionalism and poise in client and vendor interactions.