Hospitality Services Coordinator

Job Title: Hospitality Services Coordinator

Department: Administration (People Operations)

Reports to: Human Resources Manager

Exemption: Non-Exempt

Date Revised: 10/25/2025

Position Summary

The Hospitality Services Coordinator (HSC) plans, coordinates, and executes events of varying sizes

and purposes, including LOPA’s internal corporate events and external client rentals of LOPA’s

meeting space. This role ensures a seamless event experience through exceptional customer

service, precise logistics coordination, and collaboration across departments.

Essential Functions and Job Role Expectations

Event Coordinator Duties

• Provide excellent and proactive customer service to internal and external clients.
• Monitor and respond promptly to event and meeting space rental inquiries.
• Provide rental quotes, generate contracts, and ensure timely completion of all agreements and payment requirements prior to facility access.
• Schedule tours, meeting space rentals, and all required equipment.
• Coordinate all event logistics, including catering, transportation, and room setup as needed.
• Communicate with the Finance Department to ensure accurate and timely invoicing.
• Maintain Hospitality Services supplies and oversee the setup and cleanliness of assigned spaces, including the Tchefuncte Conference Room.
• Actively participate in corporate event committees and assist in planning and executing LOPA events (e.g., Staff Meetings, Education Conferences, Community Events).

Job Role Expectations

• Participates in Administrative team project work.
• Promotes a positive first impression of LOPA in all interactions with visitors, phone contacts, and in written communications including online communications.
• Assists with special projects and duties as assigned.

Organizational Expectations

• Uphold LOPA core values of selfless, authentic and passionate
• Use constructive and positive communication
• Be a team player
• Hold yourself and others accountable
• Keep a positive attitude
• Be respectful of others
• Timely completion of all required educational training, tasks and SOP reviews by assigned due date

Work Environment

• Work may be done indoors or outdoors for events.
• Work is done indoors for office activities.
• The role occasionally requires travel to event locations or regional offices.
• Possible exposure to communicable diseases, bloodborne pathogens, airborne illnesses, hazardous materials, pharmacological agents with little likelihood of harm if established health precautions are followed.
• May, at times, have exposure to blood, packaged organs and tissues for transplant and/or research in a hospital setting or while in the office.

Physical Demands

• Sedentary work that primarily involves sitting/standing. Requires driving when travel is needed.
• Communicating with others verbally and electronically to exchange information.
• Repeating motions that may include the wrists, hands and/or fingers.
• Use of fine motor skills.
• Doing work that requires visual acuity.
• Need for ability to hear.
• Assessing the accuracy, neatness and thoroughness of the work assigned.
• Medium work that includes moving or lifting objects up to 50 pounds.

Work Hours

• Full time, Monday - Friday. Attendance outside of normal office hours is required for evening or weekend meetings and events.

Education and Experience

• Minimum of a High School Diploma and five (5) years event coordination or planning experience is required.
• A degree in hospitality management or a relevant field is preferred.
• Equivalent blend of education and experience is acceptable.
• Experience working effectively in a team environment with other administrative staff is preferred.
• Event portfolio or professional references related to event coordination may be requested.

Knowledge, Skills & Abilities

• Strong administrative, organizational, and interpersonal skills with attention to detail and accuracy.
• Strong team orientation and ability to work interdependently with teammates while completing individual responsibilities.
• Intermediate level of proficiency with Google Suite, Microsoft Office Suite, and cloud-based applications.