Events Coordinator

EVENTS COORDINATOR

Job Summary:

The Events Coordinator supports the Director of Catering and Events in the planning, coordination, and execution of catering functions, meetings, weddings, and social events. This role ensures every detail is accurately captured and communicated, delivering a seamless and memorable experience for clients and guests.

Job Duties & Functions:

• Assist in coordinating all aspects of assigned events, from initial inquiry through final billing.
• Prepare accurate and detailed banquet event orders, floor plans, and event timelines for internal departments.
• Serve as a point of contact for clients throughout the planning process, responding promptly to inquiries and requests.
• Coordinate with culinary, banquet, audiovisual, and other operational teams to ensure event details are executed as planned.
• Conduct site visits and assist with client meetings and menu tastings as needed.
• Maintain organized event files, contracts, deposits, and payment records in the catering and events system.
• Support the sales process by preparing proposals, contracts, and correspondence for prospective clients.
• Assist in tracking event revenue and expenses to support departmental budget goals.
• Build positive relationships with clients, vendors, and colleagues to support repeat business and referrals.
• Stay current on food and beverage trends, event design, and industry best practices.
• Ensure compliance with health, safety, and fire regulations at all events.
• Performs other duties and attends meetings, as assigned by hotel/department leadership.

Education & Experience:

• Minimum 1-2 years of experience in catering, events, or hospitality coordination, ideally within a hotel, resort, or similar environment.
• Highly organized with excellent attention to detail and multi-tasking skills.
• Degree or diploma in Hospitality Management, Event Management, or related field preferred.
• Strong written and verbal communication and interpersonal skills.
• Proficiency in catering and event management software and Microsoft Office.
• Ability to remain calm and solutions-focused in a fast-paced, deadline-driven environment.
• Ability to read, write and converse in English. Additional languages are a plus.
• Flexible availability, including evenings, weekends, and holidays as needed.