Event Coordinator, Darlington Country Club

Job Summary The Position:

The Event Coordinator is responsible to work with members and guests to plan, coordinate and execute events as requested and agreed upon. Responsibilities also include marketing and sales of the venue along with the planning and execution of in house social events. This position requires holiday, evening and weekend shifts.

Job Description:

1. Markets and manages event planning for the club. Event planning is defined as creating/executing new events/activities associated with golf and non-golf events including banquets, meetings, showers, pool, tennis, pickle ball and other social events. Marketing will include proactive outreach and on-site/personal meetings with wedding planners, venue publications, use of social media and other marketing resources. 2. Keep ongoing log of visits and calls to local businesses. 3. Creates signage/flyers for online postings to promote upcoming member and non-member events and activities. Manages and collaborates social media for club events—posting flyers, announcements, pictures of events to Facebook/Instagram/Twitter,etc.daily. 4. Coordinates photography of in house and external events—ensures someone is taking pictures before and during the event. Organizing photos into digital file system. 5. Maintain the private events calendar in our database system. 6. Arranging and coordinating services, such as club facilities, catering, signage, displays, audio-visual equipment for participants. 7. Coordinate, create, plan and promote with Food/Beverage Manager for scheduled events and in house activities ( special events, holidays, Dinner Nights, Member Meetings, etc.) 8. Conduct schedule site walk-throughs with prospective clients, discussion of their needs and outlining package options to meet these needs. 9. Answer all telephone and email inquiries from prospective clients promptly. 10. Prepares and ensures all agreements/contracts, paperwork and reporting associated with club events is properly completed and maintained within our database system. 11. Coordinates event billing and ensures payment is accurate and received as stated in client contract. 12. Communicates/coordinates event activities needs with other departments. 13. Attends, hosts, guides and coordinates member events and activities. Oversees execution of events and ensures costs fall within budget and cost analysis. 14. Coordinates any security and custodial needs for event/activity including set up and breakdown of the events, storage and pick up of rental deliveries. Coordinates timing of activities for band and outside vendors. Ensures all vendors are aware of these times. Responsible for making sure facility is prepared for next scheduled event. 15. Follows up with members and guests after events are complete to ensure customer satisfaction. 16. Demonstrates a commitment to the work and success of the club and the Company by being service- and solution-oriented, having positive interactions with all club staff, members/guests, and community through practice of established quality, service and safety expectations. 17. Performs additional assignments per the direction of club or Company managers. 18. Regular and punctual attendance on site for all scheduled shifts is required. Networking in the community can be done during scheduled shift but may require after hours events at times. 19. Maintains accurate and up-to-date record of event bookings on appropriate tracking system. 20. Provides Club Manager weekly report of events to include planning and cost analysis.

Professional Requirements:

1. Working knowledge in event planning including proper time management, stress tolerance, dependability and problem solving. 2. Ability to provide high level of customer service with attention to detail. Able to plan and coordinate events that provide quality experiences to members/guests. 3. Ability to negotiate, organize, delegate, and prioritize work under pressure. 4. Understanding of safe food and beverage handling procedures and process. Able to direct and maintain a safe and secure environment and operation. 5. Must have strong communication skills and an open, friendly polished manner. 6. Must be able to work a flexible schedule including nights, weekends and holidays. 7. Expected to attend in house activities on a regular basis. 8. Expected to get to know members on a personal level

Work Location:

In person