What are the responsibilities and job description for the Events Coordinator position at Carolina Yacht Club?
Description
Events Coordinator - Hourly
Job purpose
The Events Coordinator position is intended to be a 50/50 split between booking/coordinating functions and captaining functions. This split may fluctuate based upon time of year/volume and will be regulated by the Events Director.
Duties and responsibilities
1. Responsible for meeting with Events Director, Banquet Manager, and Banquet Chef weekly to review events, setup and breakdowns.
2. Assists Events Director with event bookings, at the direction of such.
3. Responsible for recording deposits for his or her functions and forwarding them to the Accounting Department.
4. Responsible for coding and submitting invoices for their functions to accounting dept.
5. Responsible for billing events in JAM, submitting to Accounting dept., and sending to Member and/or sponsored host.
6. In the Events Director’s absence, the Events Coordinator will be responsible for sending out a two week list of banquet events.
7. He or she will be responsible for booking staging, linens, special rentals and floorplans in Prismm for his or her assigned functions and coordinating their delivery and pickup.
8. He or she will book and schedule all appointments, walk throughs, phone calls and menu tastings specific to his or her assigned functions.
9. Assists Banquet Manager with inventory of all banquet service equipment, supplies, silverware, tables, and glassware.
10. Assist Banquet Manager with monthly inventory of all items, (wine, liquor partials, non-alcoholic beverages and beer).
11. Assist Banquet Manager with all trainings for the Banquet Staff.
12. Coordinates food service between kitchen and banquet service staff.
13. Communicate the final count of guest in attendance with the Banquet Chefs to ensure an accurate count.
14. Conduct line-up with the presence of the Banquet Manager or when the Banquet Manager is not available to ensure a smooth, efficient service.
15. Initiate tasks for the staff during lineup to ensure the timeline is followed for the event.
16. Enforces established club rules, regulations and policies.
17. Reviews table diagrams, guest tables and other function room set-up needs for special functions.
18. Ensures that all banquet staff are well-groomed and in proper uniform.
19. Assures the neatness, cleanliness and safety of all banquet areas.
20. Completes an after-event report detailing the event, pros/cons, staffing issues, etc.
21. Interacts with banquet host or hostess to assure all needs are being met.
22. Responsible for ensuring all alcohol, beer and wine is inventoried properly and imputed on the usage sheets and turn in at the end of the event.
23. Responsible for making sure all alcohol, beer and wine is put away and secured after every event.
24. Responsible for making sure all banquet spaces and storage areas are kept clean and organized at all times.
25. Responsible for complete walk through after every event to make sure everything is left clean and in order, before you dismiss staff.
26. Assures that state and local laws and the club’s policies and procedures for the service of alcoholic beverages are consistently followed.
Physical Demands and Work Environment
- Required to stand for long periods and walk, climb stairs, balance, stoop, kneel, crouch, bend, stretch
and twist or reach. - Push, pull or lift up to 50 pounds.
· Continuous repetitive motions.
· Work in hot, humid and noisy environment.