Culture & Community Event Coordinator

Title: Culture & Community Event Coordinator

Reports to: Director of Community & Culture Events

Position Type: Full Time, Exempt

Why you'll love it here:

At Los Poblanos, you will discover more than just a job. Join a team that values your contributions, fosters innovation and provides competitive salaries and benefits. Work in one of New Mexico's most inspiring natural and historic settings while taking your career to the next level. Rooted in our mission to preserve this extraordinary property, our core values embrace community, hospitality, empathy, excellence, respect and stewardship—driving an unforgettable guest and employee experience. There are many opportunities to learn, grow and lead with the dynamic teams at our award-winning restaurant, boutique inn, serene spa, stunning event spaces and organic farm. Dive into hand-made artisan products at our production facility and retail locations or go behind the bar at our vibrant tasting rooms in downtown Albuquerque and Santa Fe.

Job Summary:

The Culture & Community (C&C) Event Coordinator supports the planning, organization, and execution of private dining events, meetings, retreats, intimate weddings, and public events at Los Poblanos. This position works closely with the Event Sales Manager and Event Director to ensure smooth event operations, accurate event documentation, and exceptional guest service.

The Coordinator assists with guest communication, prepares event materials (BEOs, diagrams, menus, itineraries), manages event logistics, and collaborates with departments across the property to deliver seamless guest experiences. This role requires strong attention to detail, professionalism, and the ability to support multiple events simultaneously.

Duties & Responsibilities

Event Coordination & Support

• Assist the Event Sales Manager and Event Director with planning and executing private and public events.
• Prepare and update event documents including BEOs, contracts, diagrams, menus, and reservation sheets with accuracy and timeliness.
• Support communication with clients before, during, and after events.
• Coordinate with culinary, inn, restaurant, and spa teams regarding menus, room blocks, itineraries, and reservations.
• Set up event spaces according to established standards and BEOs; verify room setups and communicate adjustments as needed.
• Greet clients and vendors during event setup and support the transition to the C&C Service team.
• Assist in troubleshooting event-day issues and communicating solutions to the Events Manager and relevant teams.
• Help manage reservation requests for public events hosted by LP.
• Assemble guest welcome materials, itineraries, and event packets.

Administrative & Office Support

• Maintain accurate event files and records.
• Update checklists, timelines, and task trackers using internal systems.
• Assist with data entry, calendars, schedules, and internal communication.
• Support billing preparation and review, ensuring accuracy before submission.
• Help track event supplies and support inventory management.
• Communicate professionally with clients, vendors, and internal teams via email, phone, and in person.

Guest Experience

• Provide warm, friendly, and professional service in all guest interactions.
• Support collecting guest and client feedback and relay insights to the Event Sales Manager.
• Help maintain strong relationships with preferred vendors and community partners.

Team Collaboration

• Participate in department meetings and contribute to process improvements.
• Work cooperatively with other departments to ensure event success.
• Represent the property positively at all times.

Essential Job Functions

• Respond to customer inquiries and refer complex questions to the Event Sales Manager and Event Director.
• Assist with scheduling, event details, and coordinating logistics.
• Support the preparation of financial documents and billing reviews.
• Inspect event spaces, equipment, and materials to meet event specifications.
• Work with internal departments to coordinate business operations.

Requirements:

Core Competencies

• Adaptability: Remains flexible and effective under pressure or changing circumstances.
• Communication: Communicates clearly and professionally across all channels.
• Problem Solving: Identifies issues and assists in developing practical solutions.
• Professionalism: Maintains a polished, confident, and respectful demeanor.
• Teamwork: Contributes to team goals and supports colleagues proactively.
• Organization: Manages tasks, prioritizes work, and maintains strong attention to detail.

Skills & Knowledge

• Understanding of basic event operations and guest service principles.
• Familiarity with food & beverage concepts, meeting setups, and event logistics.
• Strong verbal and written communication skills.
• Excellent customer service skills across phone, email, and in person.
• Ability to meet deadlines and adjust to shifting priorities.
• Confident using Microsoft Office and event software.
• Able to work independently with guidance, as well as collaboratively.
• Self-motivated, dependable, and detail-oriented.
• Physical Demands
• Ability to stand, walk, bend, and move for long periods (up to 12 hours on event days).
• Ability to lift up to 25 lbs. periodically.
• Ability to move between multiple event spaces on property.
• Frequent talking, listening, and visual focus required.
• Ability to operate office equipment including computers, printers, phones, and copiers.
• Availability to work evenings, weekends, and holidays based on event schedules.

Preferred Qualifications

• 1–2 years of experience in events, hospitality, customer service, or administrative support.
• Experience in a hotel, venue, catering company, or luxury environment is a plus.

This job description is not an exhaustive list of all responsibilities and may be modified as needed.