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Job Description
Event Coordinator (Culinary/Hospitality) Boys & Girls Clubs of Martin County Stuart, FL Job Details Full-time $50,000 a year 1 day ago Benefits Health savings account Health insurance Paid time off Vision insurance 401(k) matching Life insurance Qualifications Customer communication Marketing ServSafe Career guidance Expense management Employee relationship building Business Associate's degree Event customer service Marketing Full Job Description Job Summary
PRIMARY FUNCTION
The Event Coordinator is responsible for planning, coordinating, and executing catering, hospitality, and organizational events that support both external clients and Boys & Girls Clubs of Martin County initiatives. This position serves as the primary liaison between clients, culinary operations, venue partners, vendors, and internal departments to ensure seamless event execution from initial inquiry through post-event follow-up. The position also supports the organization's workforce development mission by engaging youth participants in hands-on hospitality experiences and collaborates with the Resource Development Department to provide operational support for fundraising and donor events.
KEY RESPONSIBILITIES
Event Coordination and Client Services 1. Serve as the primary point of contact for catering and culinary event clients from initial inquiry through post-event follow-up. 2. Respond to event inquiries and prepare proposals, contracts, event orders, and related documentation. 3. Conduct client consultations and venue tours to assess event needs and expectations. 4. Develop and maintain event timelines, floor plans, staffing plans, and service schedules. 5. Coordinate vendors, rentals, entertainment, transportation, décor, and other logistical requirements. 6. Ensure event details are communicated effectively to all operational teams. 7. Monitor event execution and address concerns to maintain a high level of customer satisfaction. 8. Conduct post-event evaluations and identify opportunities for repeat business and referrals. Operational and Catering Support 1. Collaborate with culinary leadership to coordinate catering production schedules and staffing needs. 2. Assist with menu selections and event-related service planning. 3. Support on-site event setup, execution, and breakdown activities. 4. Monitor service quality and guest experience during events. 5. Maintain accurate event records and documentation. 6. Identify opportunities to improve operational efficiency and enhance service delivery. Workforce Development Support 1. Develop and facilitate a Youth Event Coordinator training pathway for youth participants interested in hospitality and event-related careers. 2. Provide instruction and coaching related to customer service, event operations, professionalism, communication, banquet service, and workplace expectations. 3. Recruit, train, supervise, and mentor youth participants during events and training activities. 4. Support the development of training materials and track participant involvement and outcomes. 5. Collaborate with workforce development staff to identify career exploration and employment opportunities for participants. Organizational Event Support 1. Coordinate event support for organizational fundraising events in partnership with the Events & Community Engagement Manager and other internal stakeholders. 2. Assist with venue coordination, vendor communication, setup and breakdown activities, catering arrangements, guest experience, and day-of-event operations. 3. Support events including, but not limited to, Youth of the Year, Songwriters in the Round, golf tournaments, donor stewardship activities, workforce celebrations, board functions, and other special events. 4. Provide operational support while Resource Development retains responsibility for fundraising strategy, donor engagement, sponsorships, and overall event leadership. 5. Coordinate vendor invoices and payment processes for event-related expenses within assigned areas of responsibility, monitor expenditures against approved budget parameters, and collaborate with the Events & Community Engagement Manager to support accurate budget tracking and reconciliation. Additional Responsibilities 1. Assist in promoting catering and event services through approved marketing initiatives. 2. Maintain event portfolios, testimonials, and supporting materials. 3. Participate in community outreach and networking opportunities that enhance organizational visibility and support business development efforts. 4. Support organizational initiatives and special projects as assigned. 5. Actively participate in training and professional development opportunities. 6. Serve as a positive representative of Boys & Girls Clubs of Martin County and uphold the organization's mission, values, and standards of professionalism. 7. Additional duties as assigned.
RELATIONSHIPS
Internal:
Maintain effective working relationships and regular communication with the Culinary Department, Events & Community Engagement Manager, and other organizational staff. Demonstrate professionalism, courtesy, and respect in all interactions.
External:
Maintains contact as needed with external vendors, volunteers, partners, event committee members, donors and other groups to achieve goals and objectives.
SKILLS/KNOWLEDGE REQUIRED
1. Associate's degree in Hospitality Management, Event Management, Business, Marketing, or related field preferred. Equivalent industry experience may be considered. 2. Minimum three years of event planning, hospitality, catering, or customer service experience. 3. Experience managing social, corporate, nonprofit, or fundraising events preferred. 4. Experience working with volunteers, youth, or workforce development programs preferred. 5. Experience teaching, coaching, mentoring, or supervising youth preferred. 6. ServSafe Manager Certification or the ability to obtain within 90 days of employment. 7. First Aid and CPR certification within 90 days of employment. 8. Interpersonal skills to deal courteously and effectively with members, staff, and the public. 9. Must be able to work a flexible schedule including nights and weekends. Physical Demands These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this position. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of this position. While performing the responsibilities of this position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is often required to stand, walk, reach with arms and hands, climb or balance, lift up to 25 pounds and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. Work Environment While performing the responsibilities of this position, these work environmental characteristics are representative of the environment this position will encounter. Reasonable accommodation may be provided to enable people with disabilities to perform the essential functions of this position. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually moderate to loud.
Location:
Greater Stuart Club (there is potential that this role may eventually work out of the administrative office in Hobe Sound.
Schedule:
Mon•Fri between 10am-7pm•Summer hours &
Non-School Days:
8am•5pm; Hours may vary depending on the location or situation of the day; Regular night and weekend work required.
Compensation:
$50,000.00
Annually Pay:
$50,000.00 per year
Benefits:
401(k) matching Health insurance Health savings account Life insurance Paid time off Vision insurance Application Question(s): Do you have an Associate's degree in Hospitality Management, Event Management, Business, or Marketing experience in Hospitality? Do you have experience managing social, corporate, nonprofit, or fundraising events? Do you have experience teaching, coaching, mentoring, or supervising youth? This position is currently located in downtown Stuart. There is potential for this position to move to our Administrative Offices. This position also requires flexibility to work Monday•Friday between 8 am and 5 pm, as well as nights and weekends. Is this a location and schedule that works for you? This position offers an annual salary of $50,000.00. Does this salary work for you?
