Special Events Coordinator

Position Summary Spring/Summer 2027

The Special Events Coordinator provides essential guest engagement, reservation coordination, and operational support for banquets, conference services, and special events at Paws Up Montana. Acting as a primary hospitality touchpoint, this role welcomes guests, manages seating logistics and waitlists, maintains reservation software (Maestro and SQL), and ensures seamless service coordination between front-of-house teams and event venues. By combining a warm, professional demeanor with meticulous organizational skills, the Special Events Coordinator delivers an exceptional, luxury guest experience from arrival to departure.

Key Responsibilities

• Guest Greeting & Arrival Experience: Welcome guests warmly upon arrival, open doors, introduce yourself, and address parties by surname when known; confirm party sizes and guide guests professionally.

• Reservation & Seating Management: Oversee daily reservations, waitlists, table assignments, and floor plans to optimize seating capacity and maintain smooth service flow.

• Software & Systems Maintenance: Operate and maintain Maestro PMS and SQL systems, updating floor plans, guest profile notes, pacing sheets, and daily operational reports.

• Event & Outdoor Dining Support: Provide active operational support to banquet, special event, and outdoor dining teams as needed to ensure seamless service delivery.

• Guest Escort & Farewell: Escort guests to properly set tables according to party size and preferences; provide a gracious farewell, thanking guests and assisting with transportation arrangements when appropriate.

• Menu & Material Readiness: Ensure all dining and event menus are clean, current, accurate, and readily available for service periods.

• Ad-Hoc Duties: Perform additional operational tasks and event assignments as directed by the Director of Banquets.

Qualifications

• Experience: Minimum of 6 months of food & beverage, banquets, or guest service experience, preferably within a luxury resort, fine dining, or high-end event environment.

• Specialized Knowledge: Familiarity with world-class hospitality standards, event execution, and reservation management workflows.

• Core Skills: Exceptional interpersonal, communication, and multi-tasking skills; highly organized and calm under pressure during high-demand event periods.

• Technical Proficiency: Proficiency with reservation and property management software (Maestro PMS, SQL) and basic office applications.

• Work Style: Friendly, professional, and collaborative team player dedicated to upholding luxury resort standards and positive working relationships.

• Licensing/Certification: Valid State Driver’s License and Valid Food Handler’s License (ServSafe preferred).

Physical Requirements

• Mobility & Stamina: Constant walking and standing (6–8 hours); frequent climbing of stairs, reaching, and grasping; constant talking and hearing.

• Bending & Posture: Constant crouching, bending, and stooping during shift and event operations.

• Lifting & Handling: Frequent lifting and carrying of event supplies, menus, and operational items weighing up to 40 lbs.; occasional pushing and pulling.

This job description is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. Management may assign or reassign duties and responsibilities to this job at any time.

Paws Up Montana provides equal employment opportunities to all employees and applicants for employment and prohibits 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.