Event Coordinator

Job Description

Job Description

Overview:

The Event Coordinator plays an integral role in supporting the Sales & Events team by facilitating internal communication and ensuring seamless event execution from initial inquiry through final billing. This position partners closely with Event Management to develop and maintain detailed event documentation, including banquet event orders (BEOs), group resumes, diagrams, and client communications.

In addition to event detailing, the coordinator supports key administrative and operational functions such as coordinating site visits, managing client correspondence, generating reports, and assisting with vendor coordination.

The ideal candidate is highly organized and detail-oriented, with the ability to manage multiple priorities in a fast-paced, client-driven environment while consistently upholding a high standard of professionalism and service excellence.

Key Responsibilities

• Create and manage detailed event documentation, including banquet event orders (BEO’s) and diagrams.
• Coordinate and distribute event information to internal departments to ensure seamless execution.
• Schedule and coordinate site visits and client meetings.
• Conduct competitive research and assist with sales and events strategy support.
• Maintain accurate records, reports, and client files within CRM systems (Delphi).
• Assist with final invoicing and reconciliation post-event.
• Respond to phone inquiries and provide accurate information regarding venue offerings.
• Assist in the preparation of contracts, proposals, correspondence, and billing documentation as needed.
• Perform general administrative duties including filing, document organization, and reporting.
• Assist with transporting materials (up to 10 lbs) and handling documents across various locations within the venue.
• Perform additional duties as assigned.

Qualifications & Requirements 

• Minimum of 3 years of progressive experience in hospitality, hotel, or event venue operations.
• Highly proactive with a strong sense of urgency.
• Self-starter with a high level of initiative and accountability.
• Strong written and verbal communication skills in English.
• Exceptional organizational, multitasking, and time management skills.
• Strong business acumen and problem-solving abilities.
• Strong interpersonal skills with a focus on relationship-building.
• Proficiency in Delphi and Microsoft Office Suite (Excel, Word, Outlook).
• Ability to make timely, sound decisions in a fast-paced environment.
• Strong attention to detail with a high level of accuracy.
• Ability to build and maintain professional relationships with internal teams and external clients.
• Demonstrated ability to prioritize tasks and manage competing deadlines.
• Customer-focused mindset with a passion for delivering exceptional service.
• Strong conflict resolution and critical thinking skills.
• Ability to clearly communicate venue offerings, programs, and services to guests.
• Flexible schedule with availability to work days, evenings, weekends, and holidays as required.

Work Environment & Physical Requirements

• Ability to work in a fast-paced, high-volume environment.
• Actively supports live event operations as needed to ensure a high-quality guest experience.
• May be required to lift and transport items up to 10 pounds.
• Ability to access and store materials in areas up to 6 feet high.
• Frequent movement throughout the venue, including offices, meeting spaces, and event areas.

Additional Information:

This job description is intended to outline the general responsibilities and qualifications for this position. It is not a comprehensive list of all duties, and responsibilities may change at any time based on business needs.