Event Coordinator

JOB FUNCTION:

Responsible for responding to and working incoming leads, working with primary customer contacts, documenting requirements and pricing, coordinating events, and ensuring events run smoothly. Working closely with the client(s) through every step of their event – from initial contact until event completion to ensure complete satisfaction.

DUTIES AND RESPONSIBILITIES:

o Respond to and follow up to incoming leads on a daily basis.

o Coordinate details of events such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, trade shows, sales meetings, business meetings, employee appreciation events and virtual events.

o Active participation in the execution of events is expected, including, but not limited to, setup and tear down, assisting with food and beverage service, and going the extra mile.

o Create Banquet Event Orders (BEOs) for events

o Venue walk-through with clients to plan layout of seating and decorations.

o Coordinate and monitor event timelines and ensure deadlines are met.

o Negotiate with the client to secure event space.

o Manage correspondence with the client during all phases of the event – from initial contact through event completion.

o Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.

o Conduct market research, gather information and negotiate contracts prior to closing deals for events.

o Provide outstanding customer service and organize memorable events that meet quality expectations.

o Assist with Front-of-the-House service during normal operating hours when required due to staff shortages or if there is an unexpectedly high amount of business.

KNOWLEDGE, SKILLS & ABILITY REQUIREMENTS:

o Proven event management experience

o Excellent time management and communication skills

o Excellent writing and documentation abilities

o Sales skills and ability to build productive business relationships

o Ability to manage multiple projects independently

o MS Office and social media proficiency

o Previous supervisory experience is preferred

o Excellent communication and guest relation skills

o The ability to work well with a large group of people in a team environment

o Must be able to work well in stressful, high-pressure situations including the ability to handle guest complaints

o Must maintain composure and objectivity under pressure

o Must be effective at listening to, understanding and clarifying concerns and issues raised by guests

o Ability to work a flexible schedule including nights, days, weekends and holidays

KEY RELATIONSHIPS:

o Internal: Staff in Banquets, Bar, Wine Stewarding, Kitchen Catering and other Managers.

o External: Winery guests, visitors, corporate event contacts, vendors/suppliers, brides/grooms and parents thereof.

ENVIRONMENTAL CONDITIONS

o Duties are performed in both indoor and outdoor settings, with events often taking place in the elements in various seasons. Events may involve loud music.

o Work involves setup and cleanup, including modest lifting (up to 40 lbs).