Description

EVENT COORDINATOR

The Event Coordinator will oversee and manage all event functions, member sponsored events and non-member events at The Pickleball Club LLC and the Play for Life Foundation Inc. This passionate candidate will have a passion for providing exceptional service and experiences to the membership and their guests, while achieving budgetary sales goals. They will also have responsibility for the Play for Life Foundation Lakewood Ranch coordination and promotion.

The Event Coordinator will provide inquires with welcoming tours, necessary information, pricing, etc. to give an understanding of the overall price and operational expectation of the function. This sales position will write and execute all contracts and requests for deposits. The Event Coordinator will then formulate a Banquet Event Order [BEO] or a Foundation Event Order [FEO] that includes all details of the event, such as date, timing, location, floor plans, persons expected, food selections, pricing, audio/visual needs, etc. The Events Coordinator will also monitor status of all scheduled payments, attendee final count, and food and beverage selections. The principal location for events will be the Players’ lounge and the Players’ Courtyard. The Events Coordinator will coordinate a team of department managers, e.g. Pickles Café, Dinks ProShop, Programming, and Facility. 

Responsibilities:

• The position will have primary responsibility for coordinating events, receptions, fundraisers, tournaments, parties, etc. within the club.
• Promote both member and non-member events.
• Meet special event revenue goals
• Supervises the set-ups, breakdowns, staffing levels and quality of service. 
• Day of event management and execution 
• Pre-event planning activities include finalization of event details with the member or sponsored individual including creating floor plans, event space walk through, billing & account maintenance. 
• Working with the front and back of house teams to ensure the event is set-up and service is carried out according to the client’s expectations, following the outline of the BEOs. 
• Attendance at weekly Management meetings
• Participate as needed in the execution of club-sponsored events for members. 
• Ensuring all introductions and member communications are responded to in an enthusiastic and timely manner. 
• Regularly reviewing upcoming events and having a thorough understanding of all requirements as well as member expectations on scheduled events 
• Maintaining accurate and comprehensive database and files with event information 
• Demonstrating clear and open communication with staff on events 

Requirements

Requirements

1. Education: While there isn't a specific degree required to become an event coordinator, many professionals in this field have a bachelor's degree in hospitality management, marketing, communications, business administration, or a related field. 
2. Experience: Entry-level event coordinator positions accept candidates with little to no experience, but having relevant experience through internships, part-time jobs, or volunteer work can be beneficial. As you progress in your career, we typically look for several years of experience in event planning and management.
3. Certifications: While not always required, obtaining certifications can demonstrate your expertise and commitment to the field. Certifications such as Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP) are examples of credentials that can enhance your credentials as an event coordinator.
4. Networking: Building a network of contacts in the event planning industry can be beneficial for finding job opportunities, learning about industry trends, and obtaining referrals.
5. Work Schedule: Ability to work weekends, evenings, and some holidays
6. Due to the cyclical nature of the industry, team members may be required to work varying schedules to reflect the needs of the property. In addition, attendance at all scheduled skill development sessions and departmental meetings is required. 
7. Skills:

• Organizational Skills: Event coordinators need to be highly organized to manage multiple tasks, deadlines, and details simultaneously.
• Communication Skills: Strong written and verbal communication skills are essential for effectively communicating with clients, vendors, team members, and attendees.
• Problem-Solving Skills: Events rarely go exactly as planned, so event coordinators need to be able to think quickly on their feet and solve problems as they arise.
• Attention to Detail: From creating event timelines to coordinating logistics, attention to detail is critical to ensure that every aspect of an event runs smoothly.
• Negotiation Skills: Event coordinators often negotiate contracts with vendors, so having good negotiation skills is important.
• Creativity: Being able to come up with creative ideas for themes, decorations, and activities can help make an event memorable.
• Computer Skills: Proficiency with event management software, spreadsheets, word processing, and presentation software is often required.
• Customer Service Skills: Event coordinators need to be able to provide excellent customer service to clients and attendees to ensure satisfaction.

Reporting: The Events Coordinator reports to the Membership Manager

Additional Requirements:

• Employees are required to be CPR/AED Certified or must complete in person training and obtain certification at their own cost within 30 days of employment.
• The ability to lift 25 pounds regularly, squat and bend over regularly. carry out repetitive motions regularly, lift and carry awkward items, stand for length of shift 
• Must have a valid form of ID 
• Must be able to sit and stand for prolonged periods of time 
• Moderate noise level in the work environment 
• We are a Drug Free Workplace. Passing a drug test is a condition of employment. 

The functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change, or rescind the work of different assignment positions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

EEO Statement: 

The Pickleball Club is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, race, color, ancestry, national origin, citizenship status, military or veteran status, religion, creed, disability, sex, sexual orientation, marital status, medical condition as defined by applicable law, genetic information, gender, gender identity, gender expression, pregnancy, childbirth and related medical conditions, or any other characteristic protected by applicable federal, state, or local laws and ordinances.