Job Description

About the Event Coordinator Position

Our team is seeking an experienced and motivated worker to be our next Event Coordinator. As an Event Coordinator, you’ll have a hand in every part of our event planning process from start to finish. You’ll play a crucial role in maintaining customer relationships by providing excellent customer service, managing client accounts, and ensuring the smooth execution of events and bookings. Additionally, you may be responsible for maintaining sales databases, preparing reports, and conducting market research to identify new business opportunities and trends. Your efforts contribute to the overall success of the hotel by attracting new clients, retaining existing clients, and maximizing revenue potential.

The right person for the Event Coordinator position will be highly organized and able to easily multitask. Every little detail matters!

Event Coordinator Responsibilities

• Handle inbound & onsite inquiries from potential clients about meeting spaces, accommodations, and event bookings, providing information to facilitate the sales process, in an effective and timely manner.

• Assist in preparing sales proposals/agreements tailored to the specific needs of clients, outlining pricing, services, and terms to secure bookings

• Assist with the booking process for meetings, events, and accommodations, liaising with clients, internal departments, and vendors

• Ensure proper event management for successful event execution to include, but not limited to, BEO creation, posting payment/ensuring event payment (s) are collected, attending pre-conference meetings, work closely with banquet and F/B departments.

• Assist in coordinating logistics for events with internal departments, including setup, catering, audiovisual equipment, and other arrangements to ensure client satisfaction

• Work closely with the Front Desk department to ensure all Group, VIP, Top account requests are communicated and met in a timely manner.

• Maintain client databases and records, tracking interactions, bookings, and preferences to enhance customer satisfaction and loyalty.

• Utilize the PMS system and sales system on a daily basis to ensure all group/meeting details are accurately recorded throughout the sales/event process; updating as needed in a timely manner.

• Conduct market research to identify potential clients, industry trends, and competitive offerings, providing insights to inform sales strategies and target new business opportunities

• Provide administrative support to the sales team, including scheduling appointments, managing/updating event calendars, and preparing documents and presentations as needed

• Collaborate with other hotel departments to coordinate sales efforts, leverage resources, and maximize revenue-generating opportunities for the hotel

• Perform any other job-related duties as assigned

Event Coordinator Requirements

• [2+] years of combined experience in administrative and/or banquets
• Portfolio of successful events preferred
• Excellent organizational skills with a keen eye for detail
• Strong multitasking skills
• Superb communication skills, both verbal and written
• Proficient in Microsoft
• Must be a critical thinker willing to work with a team

** This position primarily works weekdays; however, occasional evenings and weekends are required based on hotel occupancy, group events, and operational needs.