Events Coordinator

Position Summary

The Events Coordinator provides administrative, logistical, and operational support to the Events Sales Manager and Assistant Events Sales Manager. This role is responsible for coordinating smaller-scale events, to-go orders, billing support, and event-related administrative duties while ensuring accuracy, efficiency, and a high level of member and guest service. The Events Coordinator plays a critical role in the successful execution of the club's event program through organization, communication, and attention to detail.

Reporting Structure

Reports to: Events Sales Manager Works Closely With: Assistant Events Sales Manager

Key Responsibilities

Event Coordination & Execution

• Coordinate and manage smaller-scale events, internal meetings, and assigned member functions.
• Assist with event logistics, room setups, and banquet item placement.
• Prepare and update function sheets and distribute changes to all departments involved.
• Confirm event details no later than fourteen (14) days prior to the function date.
• Inspect event rooms prior to functions to ensure proper setup, cleanliness, and readiness.
• Assist with room décor and setup for special events and holidays as needed.
• Provide on-site support during assigned events to ensure smooth execution.

To-Go Orders & Small Event Support

• Manage and coordinate all to-go orders, including order entry, confirmations, and communication with Culinary and Food & Beverage teams.
• Ensure accuracy of menus, pricing, pickup times, and special instructions.
• Serve as a point of contact for members regarding to-go and small event orders.

Administrative Responsibilities

• Maintain accurate and up-to-date records for all assigned events, contracts, and function documentation.
• Enter and update event information in NorthStar, including BEOs and guarantees.
• Track deposits, guarantees, and attendance counts for assigned events.
• Assist in maintaining organized files for member and non-member events.
• Support the creation and upkeep of event calendars and internal schedules.

Billing & Financial Support

• Prepare billing for assigned member and non-member events in accordance with guarantees or actual attendance, whichever is greater.
• Submit billing documentation for review and approval by the Events Sales Manager.
• Coordinate billing details with the Accounting Department.
• Ensure compliance with club pricing guidelines, policies, and cancellation terms.

Client & Member Service

• Communicate professionally and courteously with members, clients, and vendors.
• Respond promptly to inquiries related to assigned events and to-go orders.
• Assist in resolving basic service issues and escalate concerns to the Assistant Events Sales Manager or Events Sales Manager as appropriate.
• Participate in post-event follow-ups and documentation as requested.

Team Collaboration & Support

• Work collaboratively with the Events Sales Manager, Assistant Events Sales Manager, Culinary, Banquets, and Food & Beverage teams.
• Support large-scale events, weddings, and holiday functions as assigned.
• Participate in training sessions and departmental meetings.
• Provide coverage during peak business periods and assist with cross-training efforts.
• Perform other duties as assigned by management.

Qualifications

• Minimum of 1–3 years of experience in event coordination, hospitality, administrative support, or a related field.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with NorthStar, and Microsoft Office.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Ability to work evenings, weekends, and holidays as required by event schedules.

Preferred Skills & Attributes

• Experience in a private club, hotel, or upscale hospitality environment.
• Strong customer service orientation with a member-focused mindset.
• Ability to follow established procedures while maintaining flexibility.
• Team-oriented attitude with a willingness to learn and grow.

Physical & Work Environment Requirements

• Ability to stand, walk, and move throughout event spaces for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Work hours may vary based on event schedules.

Performance Measures

• Accuracy and timeliness of function sheets, billing, and event documentation
• Successful coordination of assigned events and to-go orders
• Member and client satisfaction
• Effective communication and teamwork
• Reliability and adherence to deadlines