Event Coordinator

Job Summary

The Wedding & Special Events Coordinator serves as the primary point of contact for clients throughout their entire event journey—from the initial inquiry through planning, execution, and post-event follow-up. This role is responsible for coordinating every aspect of weddings, corporate meetings, banquets, any required hospitality components, and golf outings & tournaments, social events, and club-hosted events to ensure an exceptional client experience and flawless event execution.

In addition to event planning and coordination, this position actively supports the club's sales efforts by conducting venue tours when needed. For golf outings and tournaments, the Coordinator serves as the primary hospitality contact, managing all food & beverage planning, banquet functions, client communications, billing, and event logistics while partnering with golf operations on tournament execution.

The Coordinator works closely with facility leadership to maximize event revenue, build lasting client relationships, and elevate the club's reputation within the community

Essential Duties and Responsibilities

Client Relations & Event Planning

• Serve as the primary point of contact for clients following the booking of weddings, golf outings, tournaments, corporate meetings, banquets, social events, and club-hosted events.
• Guide clients through every phase of the planning process while providing exceptional customer service.
• Schedule and conduct planning meetings to finalize event details and timelines.
• Coordinate menus, beverage selections, room layouts, floor plans, décor, rentals, entertainment, audiovisual needs, and specialty requests.
• Manage contracts, amendments, deposits, payment schedules, final billing, and event documentation.
• Prepare and distribute Banquet Event Orders (BEOs), diagrams, timelines, and internal event communications.
• Coordinate all event details with Culinary, Food & Beverage, Golf Operations, Maintenance, and other departments to ensure seamless execution.
• Ensure all departments have the information necessary to successfully execute each event.
• Oversee event setup, execution, and breakdown while serving as the on-site event coordinator.
• Resolve client concerns promptly and professionally before, during, and after events.
• Conduct post-event follow-up, send thank-you communications, collect guest feedback, and encourage repeat business and referrals.

Golf Outings & Tournament Hospitality

• Coordinate all food and beverage planning for golf outings and tournaments that are required and work closely with the Tournament Director for successful execution of the hospitality aspects.
• Plan banquet functions, awards receptions, sponsor meals, beverage service, and post-golf events.
• Partner with golf operations to ensure seamless event execution while golf operations oversees tournament logistics and golf operations.
• Coordinate final billing and hospitality-related event details for golf outings.

Sales Support

• Support the Director of Sales & Marketing by assisting with venue tours and client appointments as needed.
• Assist with proposal preparation, event packets, and sales materials as needed.
• Maintain accurate client records and event information within the club's CRM and event management software.
• Collaborate with the Director of Sales & Marketing to ensure a smooth transition from booked event to planning and execution.
• Support open houses, bridal shows, wedding showcases, and promotional events.

Education, Experience & Qualifications

Required

• Minimum of two (2) years of experience in wedding planning, event coordination, banquet operations, hospitality, or catering.
• Experience coordinating weddings, banquets, corporate events, or golf outing hospitality.
• Excellent customer service and interpersonal skills.
• Exceptional organization, attention to detail, and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple events simultaneously in a fast-paced environment.
• Ability to work independently while collaborating effectively with multiple departments.
• Proficiency in Microsoft Office and event management software (TripleSeat or similar preferred).
• Ability to work evenings, weekends, and holidays as required by event schedules.
• Professional appearance and commitment to providing exceptional hospitality.
• Demonstrates quality interpersonal communication skills, presentation skills, and sales skills.
• Dedication and commitment to excellent customer service.
• Ability to analyze and solve problems; efficiently handle multiple duties under pressure with minimal supervision; work flexible hours as required, including nights/weekends.
• Positive attitude, professional manner and appearance in all situations.

Position Physical Requirements

Must have the ability to:

· Give verbal and written instructions

· Read and write (English)

· Communicate verbally with staff and customers

· Visually inspect all work areas

· Perform mathematical calculations involving fractions, decimals, and percentages

· Retrieve information from technical sources

· Stand, walk, push, pull, lift, grasp, bend, and kneel for up to 5 hours at a time

· Lift to 50 lbs occasionally, 20 lbs frequently, and 10 lbs constantly

Work hours include days, evenings, weekdays, and weekends.

Join us in creating unforgettable experiences! This paid position offers an exciting opportunity to develop your skills in a vibrant environment dedicated to excellence in event coordination. Your energy, attention to detail, and commitment will make a lasting impact on every event you help bring to life.

Pay: $25.00 - $28.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $25 - $28