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Job Description
Job Overview We are seeking a dynamic and energetic Event Coordinator to assist with the planning, organization, and execution of a wide variety of events. The Event Coordinator is responsible for day-of-event coordination and oversight of events hosted at Moonstone Hotel Properties. This position serves as the liaison between the Sales Department and primary point of contact for clients during the day of the event, acting as a key liaison between the client and operational departments, including the Banquet Manager and Food & Beverage team. This role requires strong organization, communication, problem-solving, and the ability to manage event logistics in a fast-paced hospitality environment while ensuring a high-quality guest experience.
Essential Functions:
Serve as the primary point of contact for clients during the day of the event and provide professional, responsive communication throughout event execution. Act as the main liaison between the client and operational departments, including the Banquet Manager, kitchen, front desk, housekeeping, maintenance, and other teams as needed. Review Banquet Event Orders (BEOs), timelines, diagrams, and event details before event execution to ensure accuracy and operational readiness. Works with Banquet Manager to oversee event setup, execution, transitions, and breakdown to ensure events run smoothly and according to client expectations. Monitor event timelines throughout service and communicate schedule updates, changes, or operational needs promptly to appropriate departments. Provide direct support to banquet and operational teams during events as needed to assist with basic set-up, service flow, guest needs, and event execution. Handle last-minute changes, operational challenges, guest concerns, and unexpected issues in a calm, professional, and solutions-oriented manner. Along with the Banquet Manager, maintain visibility throughout events to ensure service standards, presentation, cleanliness, and guest experience expectations are being met. Communicate effectively with the Banquet Manager and Food & Beverage leadership regarding event progress, staffing needs, timing adjustments, and operational concerns. Assist with coordinating vendors, entertainment, audiovisual needs, deliveries, and other event-related logistics during event execution. Maintain professionalism, organization, flexibility, and strong communication while managing multiple events and operational priorities simultaneously. Other duties as assigned by management. Duties Coordinate all phases of event planning, including venue selection, catering arrangements, entertainment, and décor to deliver seamless experiences. Negotiate contracts with vendors such as caterers, decorators, entertainment providers, and venue managers to secure the best terms and quality services. Develop comprehensive budgets for each event, monitor expenses closely, and implement upselling strategies to maximize revenue opportunities. Oversee event marketing efforts by promoting events through social media, email campaigns, and community outreach to boost attendance and engagement. Manage guest services by ensuring excellent customer service standards are maintained before, during, and after events. Collaborate with clients to understand their needs and preferences while providing expert guidance on event planning best practices. Supervise on-site operations during events—coordinating staff, overseeing setup and breakdown, managing catering services, and ensuring safety protocols are followed. Skills Strong negotiation skills to secure favorable vendor agreements and enhance event value. Expertise in marketing strategies specific to event promotion to attract target audiences effectively. Proven ability in upselling additional services or upgrades that enhance guest experience while increasing revenue. Extensive experience in event marketing and planning across diverse settings such as hotels, restaurants, or banquet halls. Excellent customer service skills with a focus on hospitality and guest satisfaction. Exceptional time management abilities to handle multiple events simultaneously without compromising quality. Knowledge of events management software, budgeting tools, contracts review, catering coordination, and banquet operations. Clear communication skills for liaising with clients, vendors, staff members, and stakeholders efficiently. Organizational prowess to manage detailed schedules, logistics checklists, and vendor relationships seamlessly. Join us as an Event Coordinator where your enthusiasm meets meticulous planning—creating unforgettable moments that leave lasting impressions!
Pay:
From $25.00 per hour
Benefits:
Dental insurance Employee discount Health insurance Life insurance Paid time off Vision insurance
