Events Coordinator at the Warren Street Hotel

The Events Coordinator provides essential support to the Events Managers and Food & Beverage leadership in the selling, planning, and execution of events across all market segments. This role is central to delivering seamless, high-touch event experiences by managing inquiries, coordinating event details, maintaining systems, and ensuring accurate communication across all departments.

The Events Coordinator consistently demonstrates Firmdale Core Values—Attention to Detail, Enthusiasm, Passion, Relationships, and Resilience—while supporting departmental goals and exceptional guest experiences.

Key Responsibilities

• Receive, field, and respond to incoming event inquiries via email and phone, providing preliminary information and qualifying leads across all segments.
• Manage qualified bookings from initial inquiry through contracting, detailing, and final billing, or escalate inquiries based on complexity and revenue potential.
• Support and, where appropriate, lead the preparation of sales proposals, contracts, and client communications, ensuring accuracy and alignment with client specifications.
• Participate in site visits and planning meetings for upcoming events as required.
• Organize event details and accurately compile Banquet Event Orders (BEOs), ensuring all information is clear, comprehensive, and operationally sound.
• Generate and distribute daily, weekly, and monthly reports, including BEOs, ensuring timely and accurate communication across the property.
• Process signed contracts, ensuring deposits and relevant charges are posted correctly and all systems are updated accurately.
• Produce and send receipts and invoices for deposits and final billing.
• Coordinate scheduling of site tours, rentals, and specialty event items, ensuring all logistical elements are secured and aligned with event requirements.
• Prepare floor plans, seating charts, and event layouts for all event spaces.
• Format and print menus and place cards in accordance with BEOs and brand standards. 
• Collaborate with the operations team to track, record, and file monthly inventory counts for event equipment.
• Monitor and analyze client booking patterns and trends to support Client Relationship Management (CRM) and future sales initiatives.

Required Education & Experience

• Minimum of 2 years of customer service experience, preferably in a luxury hotel or hospitality environment.
• Bachelor’s degree in Hospitality, Business, or a related field, or equivalent professional experience through internal hospitality growth.
• Demonstrated ability to deliver exceptional guest experiences and manage a high-quality product.

Required Knowledge & Skills

• Exceptional interpersonal skills with the ability to communicate effectively with a diverse clientele, including handling guest concerns.
• Strong written and verbal communication skills.
• Highly organized with the ability to prioritize and execute multiple tasks in a fast-paced environment.
• Flexible and adaptable to changing business needs and ad hoc projects.
• Proficient in Microsoft Office, Opera, and Salesforce (or similar CRM systems).
• Ability to work collaboratively across departments and communicate information in a timely manner.

Physical Requirements

• Ability to read, review, enter, and retrieve information from computer systems and hard-copy documents.
• Ability to speak, read, write, and understand the primary language(s) used in the workplace.
• Ability to stand, walk, bend, and sit for extended periods.
• Frequent in-person, written, and telephone communication.
• Must be physically present on hotel premises to support clients considering or hosting events.