Meeting & Events Coordinator, Woodlake Market

Location: Kohler, WI

Opportunity

The Meeting & Events Coordinator plays a pivotal role in supporting the Meetings and Events Manager in delivering flawlessly executed, high-touch meetings, experiences, and gatherings within a luxury hospitality environment. This position blends exceptional administrative precision with intuitive event coordination, ensuring every experience reflects Woodlake Market elevated service standards. The coordinator collaborates closely with the Events manager, elite vendor partners, and internal teams to ensure each event is orchestrated with sophistication, efficiency, and impeccable attention to detail for the betterment of our members and guests.

SPECIFIC RESPONSIBILITIES

Guest Focus:  

• Provide polished on-site support, including guest reception, registration oversight, room readiness checks, and coordination of luxury touches and amenities.
• Act as the Meeting and Events Manager’s on-site extension, communicating real-time updates, managing adjustments, and ensuring the highest level of guest satisfaction.
• Assist with personalized guest requests, last-minute needs, and curated experiences that reflect the property’s commitment to exceptional hospitality.
• Support the development of post-event summaries, financial recaps, and client follow-up materials.
• Archive all event documentation and materials with precision for future planning and audit purposes.
• Participate in debrief sessions and offer thoughtful recommendations for continued refinement of the guest and event experience. 

Working Environment: 

• A sophisticated, high-touch hospitality setting that blends office responsibilities with immersive, on-site event coordination.
• Office setting for administrative tasks within a shared team space. 
• Requires grace under pressure, polished presentation, and the ability to engage with VIP members and guests. 

Operational:  

• Enhance daily operations within the events and catering department, ensuring seamless communication and professional service delivery.
• Manage shared inboxes, calendars, and communication channels with prompt, high-touch responsiveness.
• Assist in maintaining inventory of luxury event supplies, amenities, décor items, and branded materials.
• Provide training support to seasonal, banquet, and events staff, ensuring alignment with service standards. 

Position Standards:  

• Assist in designing and executing premium experiences, including corporate, family events, retreats, VIP meetings, social celebrations, and signature property events.
• Support property tours, site inspections, menu selection reviews, and venue preparation with an eye for luxury aesthetics and brand-aligned presentation.
• Coordinate with distinguished vendors—A/V, floral designers, décor teams, specialty entertainment, and transportation providers—to ensure seamless service integration.
• Prepare detailed event documentation, including BEOs, run-of-show schedules, timelines, room diagrams, and luxury guest amenity requests.
• Oversee guest lists, rooming lists, and VIP arrangements while liaising with front office, concierge, reservations, and housekeeping to ensure elevated guest experiences.
• Partner with internal departments—including culinary, banquets, catering sales, floral, operations, and housekeeping—to guarantee flawless event execution. 

Administrative and Other Responsibilities: 

• Provide polished, discreet, and proactive administrative support to the Events, including calendar management, meeting coordination, and executive logistic arrangements.
• Prepare refined, client-ready proposals, banquet event orders (BEOs), team-based presentations, and correspondence that align with luxury brand standards.
• Maintain meticulously organized digital and physical files for contracts, event documentation, and departmental resources.
• Monitor project timelines, deliverables, and priority tasks to support Kohler’s strategic initiatives.
• Process expense reports, vendor invoices, and departmental paperwork with accuracy and confidentiality.
• Serve as a gracious and professional liaison for clients, internal leaders, and premium vendor partners on behalf of Woodlake Market and Kohler Co.

This is a full-time position working both weekdays and weekends. Shifts vary between 6:00 am and 9:00 pm.