Special Events Coordinator
19 days ago
Virginia Beach
Job DescriptionDescription: Special Events Coordinator This full-time position is responsible for planning, coordinating, and supporting events across multiple venues. Office duties are generally performed during 8:00 AM–5:00 PM business hours, while event supervision occurs as needed, primarily in the evenings, on weekends, and during holidays. This role averages 45–55 hours per week, with schedules that may be Monday–Friday or Tuesday–Saturday, depending on office and event needs. Event Planning, Execution & Client Experience • Plan, coordinate, and execute events at The Attic, Festival on 8th, and The Shack, including weddings, rehearsal dinners, corporate events, and social celebrations., • Assist with large-scale or complex events at Waterman’s, Chix, and off-site locations as needed., • Serve as the on-site lead during events, overseeing all operational details from setup through breakdown., • Act as the primary point of contact for clients and hosts during events, ensuring requests are met and concerns are handled promptly and professionally., • Create and manage proposals, Banquet Event Orders (BEOs), layouts, timelines, and detailed event documentation., • Review BEOs with banquet staff prior to each event and supervise staff throughout service., • Coordinate closely with the kitchen regarding menus, allergies, sauces, condiments, special requests, and food timing., • Ensure event spaces are set according to BEO specifications, including tables, chairs, buffets, décor, signage, and equipment., • Select appropriate serving pieces, platters, and equipment based on event needs., • Authorized to make real-time operational decisions during events to ensure successful execution and guest experience. Team Communication & Documentation Standards • Work collaboratively with the Banquet Office and Special Events team to ensure all event information is accurate, consistent, and accessible., • Every lead, email, phone call, and event-related update must be documented in the CRM system or shared via private email with the Banquet Office staff CC’d., • Maintain thorough, up-to-date records so all team members have the correct information regarding event details, timelines, client requests, and changes., • Ensure the master event calendar reflects accurate and current information at all times. Venue Operation & Standards • Properly open and close venues before and after events, including HVAC, lighting, sound systems, and room security., • Maintain venues in a clean, organized, and event-ready condition., • Oversee and assist with event breakdowns and room resets, including tables, chairs, buffets, and equipment., • Ensure post-event procedures are completed, including:, • Removal of food from hot boxes and refrigerators, • Linen removal and organization, • Trash disposal, • Organization of storage rooms and shelves, • Monitor linen inventory and maintain a running list of supply needs and repairs for each venue. Staff Oversight & Food Coordination • Supervise banquet staff during events and provide ongoing coaching and direction., • Assist with supervision and training of banquet staff and Special Events Supervisors., • Evaluate bartender and server side work to ensure service standards are met., • Distribute tips accurately and reconcile bar drawers following events., • Ensure all staff adhere to company policies, safety procedures, and service standards. Administrative, Reporting & Post-Event Responsibilities • Handle event related phone calls and emails in a timely and professional manner, • Take and process payments; follow up on late or declined payments., • Complete post-event evaluations, including staff hours, gratuities, bar bills, notable details, and client feedback., • Prepare and send bar bills following events., • Attend final client meetings for weddings and major events as requested., • Coordinate special-order food pickups from off-site vendors when required., • Assist with daily office operations and participate in large event planning meetings., • Track supplies, linens, and repair needs and communicate them to management. Large Scale Events, Festivals & Special Dates Assist with major company events and festivals throughout the year, including but not limited to: • Crush N’ Run, • Something in the Water, • Point Break, • Taco Fest & Street Food Fest, • Oktoberfest, • Beach It!, • Large fundraisers, • ECSC, • Labor Day Weekend, • Patriotic Festival Weekend, • Halloween events, • New Year’s Eve, • Easter & Mother’s Day Availability & Reporting Structure • Evening, weekend, and holiday availability required., • Must be available for large-scale festival weekends and major company events., • Reports directly to the Special Events Manager and Director of Operations., • Performance is evaluated based on event execution, organization, communication, client satisfaction, and follow-through.Requirements:, • Minimum 1 year event planning experience, • Minimum 1 year catering experience