Event Coordinator

The Private Event Coordinator (PEC) works in coordination while assisting the Private event Director in all aspects of the Event Department. The PEC is responsible for achieving member and guest satisfaction through the event booking and planning process, under the Direction of the Private Event Director. The PEC will assist to help increase revenuein the Event Department by following departmental procedures, closing sales leads and up-selling during event planning. The PEC is responsible for communication of private party and event details to appropriate club staff and event hosts and should be an exemplar of best practices and professionalism while demonstrating commitment to the overall success of the department and club. This position will require proficient computer skills and the willingness to work evenings, weekends and holidays.

Responsibilities, Essential Functions, Relationships and Operational Expectation:

• Along with the Private Event Director (PED), responsible for achieving the prepared Sales Plan of the Private Event Department which has significant impact on the overall financial well-being of the Club.
• Provide administrative support to the Private Event Department through completion of all contracts; sending out proposals, menu packages and function sheets; updating function sheets as needed by the PED; completing and distributing the weekly function sheet package with coordination sheets; filing; returning phone calls as needed or requested; taking hand written messages for the PED if they are not available; keeping receptionist and Accounting updated with current coordination sheets; emailing menus, contracts, proposals, etc.

, as needed; any other administrative work deemed necessary by the PED .

• Work with PED, Chef and Club Manager to establish profitable private event menus that meet Member needs.
• Monitor and report on Member and/or Member host satisfaction of private event functions.
• Together with the PED to assist with successful planning and implementation of member events.
• Responsible for reoccurring events, including but not limited to ensuring annual contracts are in files, all events are entered into the catering software program, function sheets are prepared accurately, and final counts and payments are obtained.
• Analyzes the requirements of events and decides type of service necessary; works with published private party menus or structures menu proposal, deciding on prices with PED and Chef and closes sale where necessary with proposal; draws up contract, procures client's signature, and collects necessary deposits.
• Become proficient in the use of the Club's computer software systems.
• Be able to independently solve problems of host and guests with private party functions.
• Works with PED and Club Manager to review goals and a plan of how to achieve them. This meeting will include review of Private Event Sales Forecasts and upcoming prospecting focus, plus review of Prospect Inventory and Sales Management Reports.
• Provide input on design and marketing of special prospecting projects to bring in more business, such as; wedding promotions, Meeting Planners Promotion, Administrative Assistant programs, and any other marketing programs aimed at increasing prospecting base.
• Works with the PED to build a team environment and ensure smooth operation of the Private Event office.
• Help coordinate the shuttle events between member's events and driver.
• The catering schedule will cover 5 days a week from Tuesday to Saturday and will cover evening functions as needed. Occasionally the position requires an additional Sunday or Monday, mainly during the holiday season.
• Participate in production and distribution of daily banquet changes and guarantees.
• Verify all function set-ups for the day and following day by doing walk-throughs and communicating with banquet staff.
• Works with the Accounting Department to ensure accurate billing as well as collecting deposits and prepayments. Must maintain customer files with signed contracts and signed function sheets for each event.
• Along with the PED conducts daily private event operations meeting with Executive Chef, Banquet Captain, Bar Manager, etc.

, to review client's wants/needs and overall operational flow of parties plus distribute individual function sheets complete with function details. Meets hosts of events daily and reviews private dining rooms and service requirements. Reacts daily to Members requests and concerns regarding food and beverage service for private events.

• Maintain oversight and management of private room scheduling. Reports to
• a.

Reports Directly To:

Private Event Director (PED)

• b.

Directly Supervises:

N/A

• c.

Indirectly Supervises:

Service/Food & Beverage Personnel Financial Functions:

• The PEC must be continuously and thoroughly informed and aware of performance of a financial nature against the annual operating and capital budgets of the Club and inform the Chief Executive Officer of any material deviations incurred or expected.
• The PEC shall monitor current and forecast for all banquet functions and strive to achieve budget or better, focusing on retention of current functions and an on-going marketing of the banquet facilities.
• The PEC shall, as requested by the Chief Executive Officer, secure competitive bids for some booking, rental, and coordinate with the Clubhouse Manager.
• The PEC shall not institute policies, programs or new procedures that are not approved by the Chief Executive Officer and shall not issue orders or directives that are in conflict with approved policies.

Job Requirements:

• Prefer to have at least 2 years of Event experience in a hospitality environment.
• Must be willing to work long hours when the event requires the time to be given.
• Able to work with a diverse group of personalities.
• Able to have the attitude of wanting to please others.
• Not afraid to go the extra mile and do the hard work no matter what it takes.
• Education in this field is a plus.

Job Type:

Full-time Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person