Events Coordinator
4 days ago
Greensboro
Job Description 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., • 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., • 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., • 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., • 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., • 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., • 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., • 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., • Ability to stand, walk, and move throughout event spaces for extended periods., • Ability to lift up to 25 pounds occasionally., • 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 Job Posted by ApplicantPro