What are the responsibilities and job description for the Event Coordinator position at Epic Golf Club?
Job Summary:
Epic Golf Club is seeking a highly organized, polished, and detail-oriented Event Coordinator to play a vital role in elevating the member journey while overseeing vendor relationships and executing premier golf events. This dynamic role blends luxury hospitality, event coordination, and vendor management to ensure white-glove service and memorable experiences for our exclusive membership base.
This individual will manage new member onboarding, ongoing engagement, event gifting, and vendor logistics, while also traveling to events across the country to ensure flawless execution. A strong understanding of the golf world is required to anticipate member needs and align every detail with the culture of Epic Golf Club.
Key Responsibilities
Member Experience:
- Serve as a key point of contact for members, providing high-touch, personalized service
- Lead onboarding process for new members, ensuring a seamless and elevated introduction to the club
- Monitor engagement and recommend relevant events, travel, tee time opportunities, and partner perks
- Respond to member inquiries and escalations with professionalism and urgency
- Maintain up-to-date member notes in CRM (HubSpot) and report engagement insights to leadership
Event Coordination:
- Plan and manage logistics and execution for Epic Golf Club events
- Oversee RSVP tracking, run-of-show creation, travel coordination, venue communication, and on-site support
- Support event marketing efforts, including invites, recaps, and capturing photo/video content
- Collaborate cross-functionally with Concierge, Marketing, and Leadership to ensure member satisfaction
Vendor & Gifting Management:
- Develop and maintain strong relationships with vendors, acting as primary point of contact
- Coordinate event gifting and branded merchandise, ensuring timely delivery and alignment with member expectations
- Negotiate vendor contracts and track budgets to ensure cost-effective, high-quality outcomes
- Travel to events to oversee vendor setup, gifting activation, and overall member experience
- Maintain accurate records of contracts and vendor performance; assist in post-event evaluations
Qualifications:
- 3 years of experience in golf industry and/or event coordination
- Strong knowledge of golf and the golf lifestyle is required
- Exceptional organizational, time management, and communication skills
- Experience managing budgets and vendor relationships; ability to negotiate with professionalism
- Comfortable working with high-net-worth individuals and luxury brands
- Proficient in Microsoft Office and CRM/event tools (HubSpot experience a plus)
- Willingness to travel and work evenings/weekends as needed