Special Events Coordinator
5 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 40+ 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
Cleaning
Driver & Delivery
Kitchen Porter
Chef & Cook
Waiters
Construction & Trades
Security
Fast Food
Salon & Beauty
Office & Admin
Retail
Sales & Marketing
Warehouse
Customer Service
Host & Hostess
Barista
Entertainment
Accounting & Finance
Animal Care
Art, Media, Design
Bar Staff
Child Care
Education
Engineering
Events & Promotion
Fashion
Healthcare
Information Technology
Legal
Management
Manufacturing
Online Jobs
Science
Sports & Wellness
Writing & Editing
Other
Page 12