What are the responsibilities and job description for the Banquets Event Coordinator position at Pacific Hospitality Group?
Job Description: Banquets Coordinator Title: Banquets CoordinatorDepartment: Food & Beverage / BanquetsReports To: Director of BanquetsLocation: The Meritage Resort & Spa - Napa, CA
Position Summary The Banquets Coordinator provides essential administrative and operational support to ensure flawless execution of all banquet and catering events. Working closely with the Director of Banquets, Banquet Managers, and Event Services team, this individual serves as the central communication hub between departments-maintaining documentation, logistics, and service standards for all group and social functions.
Key Responsibilities Administrative & Communication
Maintain, distribute, and update Banquet Event Orders (BEOs), function sheets, floor plans, and setup notes. Serve as liaison between Catering Sales, Culinary, Banquets, and Stewarding teams to confirm event details. Attend daily/weekly BEO and pre-con meetings; capture action items and follow up on deliverables. Track and distribute updated banquet schedules, staffing grids, and event summaries.
Operational Support
Assist in preparing event setup sheets, signage, menus, and place cards. Coordinate vendor deliveries, rentals, and third-party service logistics (florists, décor, AV, entertainment). Support Banquet Managers with pre-event inspections, load-in/load-out coordination, and post-event reconciliation. Manage inventory records of banquet equipment, linens, and décor assets.
Billing & Documentation
Reconcile event charges, bar consumption sheets, and overtime logs for billing accuracy. Verify and file signed BEOs, guarantees, and post-event checklists. Support Finance in compiling event summaries and invoices.
Guest Service & Brand Standards
Uphold the resort's luxury service ethos in all guest and vendor interactions. Ensure consistent communication of client preferences and VIP details to the Banquet team. Participate in post-event reviews to identify operational improvements.
Qualifications
2-4 years of experience in hospitality, catering, or event coordination (hotel/resort preferred). Knowledge of BEO systems (Delphi, Opera, or similar). Strong organizational and time-management skills; ability to multitask in a fast-paced environment. Exceptional communication and follow-up abilities. Proficiency in Microsoft Office and familiarity with scheduling software. Bachelor's degree in Hospitality, Event Management, or related field preferred.
Success Profile A proactive, detail-driven professional who thrives in collaboration, maintains composure during high-volume event periods, and takes ownership of accuracy and follow-through. Must demonstrate initiative, hospitality, and operational awareness. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Position Summary The Banquets Coordinator provides essential administrative and operational support to ensure flawless execution of all banquet and catering events. Working closely with the Director of Banquets, Banquet Managers, and Event Services team, this individual serves as the central communication hub between departments-maintaining documentation, logistics, and service standards for all group and social functions.
Key Responsibilities Administrative & Communication
Maintain, distribute, and update Banquet Event Orders (BEOs), function sheets, floor plans, and setup notes. Serve as liaison between Catering Sales, Culinary, Banquets, and Stewarding teams to confirm event details. Attend daily/weekly BEO and pre-con meetings; capture action items and follow up on deliverables. Track and distribute updated banquet schedules, staffing grids, and event summaries.
Operational Support
Assist in preparing event setup sheets, signage, menus, and place cards. Coordinate vendor deliveries, rentals, and third-party service logistics (florists, décor, AV, entertainment). Support Banquet Managers with pre-event inspections, load-in/load-out coordination, and post-event reconciliation. Manage inventory records of banquet equipment, linens, and décor assets.
Billing & Documentation
Reconcile event charges, bar consumption sheets, and overtime logs for billing accuracy. Verify and file signed BEOs, guarantees, and post-event checklists. Support Finance in compiling event summaries and invoices.
Guest Service & Brand Standards
Uphold the resort's luxury service ethos in all guest and vendor interactions. Ensure consistent communication of client preferences and VIP details to the Banquet team. Participate in post-event reviews to identify operational improvements.
Qualifications
2-4 years of experience in hospitality, catering, or event coordination (hotel/resort preferred). Knowledge of BEO systems (Delphi, Opera, or similar). Strong organizational and time-management skills; ability to multitask in a fast-paced environment. Exceptional communication and follow-up abilities. Proficiency in Microsoft Office and familiarity with scheduling software. Bachelor's degree in Hospitality, Event Management, or related field preferred.
Success Profile A proactive, detail-driven professional who thrives in collaboration, maintains composure during high-volume event periods, and takes ownership of accuracy and follow-through. Must demonstrate initiative, hospitality, and operational awareness. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.