Event Coordinator - REQ 215

Event Coordinator

About Us: 

At Zachry Hospitality, we are passionate about hospitality and excellent customer service. Our hotel surrounds itself with team members who share that same passion. We take care of our guests and team members as family, within a culture of service where we do the right thing because it is the right thing to do. Our core values are at the center of every decision we make: 

Every Person Matters 

Together We Can Do Great Things 

This Is More Than a Job 

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Benefits: 

• Company paid short-term and long-term disability. 
• Medical, dental and vision insurance 
• Fidelity 401K retirement plan with employer matching up to 6% of contribution
• Hilton Hotel Travel Discount Program  
• Paid Time Off (PTO) 
• Free Meal 
• Free annual VIA bus pass 
• Incentive Bonus 
• Referral Bonus Incentive Program 
• Team Member Assistance Program
• And many more!

Job Purpose:

The Event Coordinator is responsible for coordinating and executing meetings, banquets, conferences, and social events to ensure seamless service delivery and exceptional guest satisfaction. This role serves as the primary operational liaison between clients and internal hotel departments, ensuring all event details are communicated accurately and executed to brand standards. 

Job Responsibilities:

• Manage the planning and execution of assigned events, serving as the main point of contact for clients from pre-event coordination through event completion.
• Review Banquet Event Orders (BEOs), event resumes, menus, and diagrams to ensure all details are accurate and complete.
• Conduct pre-event meetings with Banquets, Culinary, Audio-Visual, and other hotel teams to communicate expectations and requirements.
• Oversee event setups, service timing, flow, and breakdown, ensuring adherence to hotel standards and client specifications.
• Troubleshoot and resolve event-day challenges quickly and efficiently to protect guest satisfaction and event success. 
• Build strong relationships with clients to understand their needs, provide recommendations, and ensure their expectations are met or exceeded.
• Respond promptly to client requests, changes, or concerns, ensuring clear communication with internal teams.
• Conduct post-event follow-up, including gathering feedback, reviewing billing, and encouraging repeat business. 
• Work closely with the Director of Sales, Banquet Captain, and Sales Team to ensure seamless event delivery.
• Attend and actively participate in weekly BEO meetings and department planning sessions.
• Communicate special event needs such as audiovisual requirements, décor, specialty setups, and VIP arrangements.
• Ensure proper staffing levels and timing for events by coordinating with Banquets and Culinary leadership. 
• Maintain detailed records of event communication, changes, client correspondence, and post-event notes.
• Ensure accurate posting of charges and work closely with accounting on billing inquiries or adjustments.
• Update internal event-planning systems with accurate event details, timelines, and modifications.
• Assist in creating event reports, forecasts, and operational summaries as needed. 
• Perform other duties as assigned to support business needs.
•  Maintain consistent, reliable attendance as an essential function of the role. 

Job Skills:

• Strong communication and interpersonal skills for working with clients and cross-functional teams.
• Excellent organizational and multitasking abilities to manage multiple events simultaneously.
• Ability to remain calm, professional, and solution-oriented in high-pressure or fast-paced environments.
• Strong understanding of banquet operations, food and beverage service flow, and hotel event standards.
• Ability to interpret BEOs, event timelines, and floor plans
• Proficiency in Microsoft Office and event-planning or CRM software.
• Strong problem-solving and decision-making skills.
• Ability to work irregular hours, including nights, weekends, and holidays based on event schedules.
• Must maintain a professional appearance and demeanor while representing the hotel during events.
• Strong commitment to delivering exceptional guest experiences and service excellence.
• Ability to collaborate effectively and contribute to a positive teamwork environment

Qualifications Standards

Education:

High school graduate or equivalent preferred.

Experience:

Prior hospitality experience preferred.

License/Certificates:

N/A