Job Summary Job Type, Full-time Boone, NC Description The Inn at Crestwood is looking for a full-time Event Coordinator to join our team and play a key role in planning, communicating, and executing weddings, private events, and property-level programming. Events are a major part of our business, and this position will be heavily involved in the process from the initial inquiry through the completion of the event. This is a highly organized, communication-focused, and technology-driven position . A significant portion of the role will be spent behind the computer responding to clients, preparing quotes and proposals, organizing event details, communicating with couples and guests, tracking deadlines, and ensuring that every detail is documented and communicated to the appropriate members of our team. At the same time, this person will occasionally step away from the computer to serve as an on-site event representative , helping coordinate and execute select weddings and events throughout the year. The ideal candidate is someone who is equally comfortable writing a professional email, building an event quote, organizing a spreadsheet, talking with a bride, coordinating with internal departments, and stepping onto the event floor to help make sure everything runs smoothly. The Job A typical day may include responding to a couple's questions about their upcoming wedding, preparing a quote for a new event inquiry, updating an event timeline, communicating final details to the restaurant and culinary teams, following up with a client for missing information, coordinating with vendors, preparing event documents, or working on-site during a wedding or private event. You will work closely with the Community Coordinator/Event Coordinator and Restaurant & Events Manager , as well as the General Manager and other department leaders, to plan and execute events at The Inn at Crestwood. This is an important role within our event operation and requires someone who is extremely organized, responsive, detail-oriented, professional, and comfortable managing multiple events at different stages of planning.

Job Duties Include:

Event Planning & Client Communication Serve as a primary point of contact for couples, clients, and event guests throughout the planning process. Respond promptly and professionally to event inquiries, emails, phone calls, and client questions. Communicate with couples regarding event details, timelines, guest counts, menus, setup requirements, lodging, policies, and other planning needs. Build strong relationships with clients while providing professional and consistent communication. Help clients understand what The Inn at Crestwood can provide while clearly communicating property policies, capabilities, and limitations. Follow up with clients to obtain missing information, payments, guest counts, timelines, vendor information, and other required details. Maintain consistent communication with clients leading up to their event. Help manage the client experience from initial inquiry through event completion. Quotes, Proposals & Administrative Work Prepare and send event quotes, proposals, estimates, and other client-facing documents. Assist with event contracts, invoices, deposits, payments, and other administrative requirements. Maintain accurate and organized event files. Enter and update event information in property and event management systems. Create and maintain spreadsheets, timelines, function sheets, floor plans, setup plans, and other event documents. Track important deadlines and ensure required information is received in advance of each event. Maintain detailed notes and records of client conversations and event decisions. Manage multiple events simultaneously and ensure follow-up items are completed on time. Assist with organizing event calendars and maintaining accurate event information across departments. Identify missing or conflicting information and follow up with the appropriate person before it becomes an issue. Event Planning & Internal Coordination Work directly with the Community Coordinator/Event Coordinator and Restaurant & Events Manager to plan and execute weddings and private events. Communicate event details to the restaurant, culinary, housekeeping, maintenance, front desk, and other departments as needed. Help develop event timelines, function sheets, setup plans, service expectations, and day-of operational details. Conduct event and property walkthroughs to ensure spaces and details are properly prepared. Coordinate with vendors, entertainers, planners, photographers, florists, and other event partners as needed. Assist with organizing event-related meetings and client walkthroughs. Ensure changes to event plans are communicated clearly and promptly to everyone who needs to know. Help identify potential operational issues before an event and work with the appropriate team members to develop solutions. Event Execution While the majority of this position is focused on planning and administrative work, this role will also serve as an on-site event representative for select weddings and events throughout the year. Assist with the execution of weddings, private events, and property programming. Serve as a professional point of contact for clients and guests during assigned events. Help oversee event timelines and ensure planned details are being executed. Communicate with vendors and event partners on-site when necessary. Coordinate with restaurant, culinary, and property staff during events. Help troubleshoot issues and make decisions when unexpected situations arise. Maintain a visible and professional presence throughout the event. Ensure the event experience reflects the standards of The Inn at Crestwood. Guest Experience Provide a warm, professional, and knowledgeable first impression to event clients and guests. Respond promptly to questions and concerns. Help resolve guest and client concerns professionally and escalate issues to the appropriate manager when necessary. Maintain a high level of professionalism in all written, phone, and in-person communication. Look for opportunities to exceed client expectations while remaining within property policies and operational capabilities. Team Collaboration Work closely with the Community Coordinator/Event Coordinator, Restaurant & Events Manager, General Manager, culinary team, restaurant staff, front desk, housekeeping, and maintenance. Communicate event updates and changes clearly to the appropriate team members. Help ensure all departments understand their responsibilities for upcoming events. Participate in event meetings and planning discussions. Be willing to step in and support the team when needed. Help create a positive and collaborative event environment. What Would Make Me Successful in This Role? Excellent written and verbal communication skills. Strong computer and technology skills. Extremely organized and detail-oriented. Comfortable managing a high volume of emails and client communication. Strong follow-through and ability to meet deadlines. Comfortable creating quotes, proposals, spreadsheets, timelines, and other documents. Ability to manage multiple events and projects at different stages simultaneously. Professional and confident when communicating with clients. Comfortable speaking with brides, families, vendors, and event professionals. Ability to think independently and solve problems. Strong attention to detail and ability to identify things that others may overlook. Ability to remain calm and professional when dealing with last-minute changes or unexpected situations. Comfortable working both independently and as part of a larger team. Genuine interest in hospitality and creating memorable guest experiences. Comfortable transitioning between administrative/computer work and hands-on event execution. Flexible and willing to help wherever needed. Experience Previous experience in event coordination, wedding planning, hospitality, hotel operations, restaurant operations, event sales, or a related field is preferred. Experience with client communication, event proposals, scheduling, event management software, spreadsheets, or hospitality systems is highly valued. We are particularly interested in candidates who have experience with: Wedding or event coordination Event sales or client relations Preparing quotes and proposals Managing multiple client accounts or projects Event timelines and function sheets Hotel or restaurant operations Vendor communication Event management software Microsoft Office, Google Workspace, spreadsheets, or similar programs Schedule This is a full-time hospitality position requiring a flexible schedule. Primarily weekday hours for event planning and administrative work Some evenings and weekends required based on weddings, private events, meetings, and property programming Occasional holidays may be required Schedule will vary based on the event calendar and operational needs Benefits Medical, Dental, and Vision plans

• Eligible 1st of the month after 30 days Company-Paid Life and AD&D Insurance and Long-term Disability 401(k) Retirement Plan with company match Paid Vacation
• up to 10 days per year Paid Sick Time
• up to 5 days per year 7 paid Holidays per year Requirements Previous experience in hospitality, events, hotel operations, restaurant operations, or a related field preferred.

Strong written and verbal communication skills. Excellent organizational and time-management skills. Strong computer and technology skills. Ability to manage multiple projects and deadlines simultaneously. Professional and confident communication style. Ability to work independently while also functioning as part of a larger team. Ability to work evenings, weekends, and holidays when required by the event schedule. Ability to work in a fast-paced hospitality environment. Must be comfortable working both behind a computer and in an active event environment. Work Environment This position operates throughout The Inn at Crestwood, including hotel guest areas, event spaces, restaurant, bar, outdoor event areas, offices, and other property spaces. A significant portion of the position will involve computer-based administrative and client communication work, but the role will also require frequent interaction with guests, employees, vendors, event clients, and other members of the property team. This is a hands-on hospitality position that requires the ability to transition between administrative work and active event environments. Physical Demands While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to handle or feel objects, supplies or equipment, reach with hands and arms, bend, twist, pull, stoop, and climb stairs. The employee may occasionally be required to lift, carry, push, pull, or place supplies and equipment weighing up to 25 pounds. About The Inn at Crestwood The Inn at Crestwood is a 14-room boutique hotel located just 3.9 miles from downtown Blowing Rock. Originally built in 1949, the Inn at Crestwood specializes in creating memorable mountain getaways while also serving as a destination for weddings, family reunions, private events, holiday parties, and other special gatherings. Our events are a significant part of our business, and our team works together to create experiences that are memorable for both our clients and their guests. This position will play an important role in helping us continue to grow and improve our event operation.

Pay:

$21.00

• $28.

00 per hour

Work Location:

In person