Event Coordinator

Sycamore Golf Club is seeking an organized, personable Events Coordinator to plan, sell, and execute events across our facility — weddings, golf tournaments and outings, corporate functions, banquets, and member events. This role owns the client relationship from first inquiry through day-of execution, working closely with our food & beverage, grounds, and pro shop teams to deliver a seamless experience. The ideal candidate is detail-driven, calm under pressure, and comfortable being the on-site point person during events, including evenings and weekends.

Sales & booking

• Respond to event inquiries, conduct site tours, and convert leads into booked events.
• Prepare proposals, contracts, and event estimates; manage deposits and payment schedules.
• Maintain the events calendar and coordinate scheduling around golf operations and course availability.

Event planning & coordination

• Serve as the primary contact for clients from booking through completion.
• Build detailed banquet event orders (BEOs) covering food, beverage, layout, timing, rentals, and staffing.
• Coordinate menus and service details with the food & beverage team.
• Manage outside vendors (florists, DJs, rentals, photographers, etc.) and confirm all logistics in advance.

Golf outing & tournament support

• Coordinate tournament logistics with the pro shop and grounds crew — tee assignments, scoring, carts, on-course signage, and hospitality.

Day-of execution

• Oversee setup, act as on-site point of contact during events, direct staff, and resolve issues in real time.
• Ensure breakdown, cleanup, and post-event reconciliation are completed.

Administration & marketing

• Track budgets, invoicing, and final billing for each event.
• Maintain accurate records in the club's booking/CRM system.
• Support marketing of the club's event offerings (website content, social media, bridal/vendor shows, and community outreach).

• Event coordination, hospitality, or catering experience preferred but not required — we're willing to train the right person.
• Strong organizational and multitasking skills with meticulous attention to detail.
• Excellent written and verbal communication; comfortable interfacing with clients and vendors.
• Availability to be on-site and present throughout events, including evenings, weekends, and holidays during peak season, and to be available on short notice to conduct site tours for prospective clients.
• Ability and willingness to learn and work within the club's event management software for bookings, event orders, and scheduling.
• Ability to lift up to [25–30] lbs and remain on your feet for extended periods during events.
• Valid driver's license.