Job Description

Job Location: The Club at Ibis - West Palm Beach, FL 33412Summary

Primarily responsible for independently coordinating and executing member social and cultural events, while also supporting the Director and Assistant Director of Events whenever and however necessary in achieving the department’s vision and goals.

Essential Duties and Responsibilities

• Plans and manages assigned events from concept through execution, including timelines, budgets, and logistics.
• Prepares and reviews detailed Banquet Event Orders (BEOs) for weekly meetings, ensuring accuracy and clarity.
• Coordinates décor, entertainment, vendors, and member communication for assigned events.
• Serves as the primary point of contact for certain member events, ensuring a seamless experience from start to finish
• Provides on-site leadership during events, greeting members, overseeing setups, and ensuring operational success.
• Works with the Director and Assistant Director of Events to develop and implement event enhancements, trends, and member engagement opportunities.
• Tracks event expenses and assists with budget reporting.
• Communicates any cancellations of events, pop-up events, or last-minute changes to events with the Food & Beverage team verbally, electronically, and with colored revised sheets.
• Schedules requested meeting space in the master calendar and the catering reservation system while following proper and accurate booking procedures.
• Maintains an accurate filing system of all future and past events.

Other Functions

• Demonstrates a professional demeanor and appearance; acting as an ambassador of the Club on and off property.
• Designs and prints event menus, place cards, food cards, and other relevant materials.
• Attends selected member events and some private catered events to ensure the proper attention to the demands of each catering contract and/or member request is carried out.
• Schedules meetings for the Director and Assistant Director and gathers in advance any necessary materials for the meetings.
• Informs management of any member/guest related issues.
• Provides outstanding service to members and their guests in a professional and courteous manner.
• Collaborates with other team members while maintaining a positive, friendly work environment.
• Performs other duties as assigned by the Director or Assistant Director of Catering.

This position guide does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested.

Supervisory Responsibility

This position has no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies.

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

One-year certificate from college or technical school; six to twelve months related experience and/or training. Prior country club and/or event planning experience required.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

• Proficient computer skills including MS Office products.
• Knowledge of additional related computer software programs pertinent to the position, such as Point of Sale system (JONAS) and event management software.

Certificates, Licenses, Registrations

• Valid driver’s license

Other Skills and Abilities

• Solid understanding of event planning and the Food & Beverage operation.
• Experience positing social media content

Other Qualifications

• Good organizational skills with an eye for detail.
• Ability to multi-task, adapt to change, and work independently and meet strict deadlines often unsupervised.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Qualifications