Private Events Coordinator

Private Events Coordinator

Under the direction of the General Manager and the Food and Beverage Director, the Special Events Coordinator is a key player in the Special Events team, tasked with orchestrating and executing special event sales. This role involves engaging with clients, planning event details, and demonstrating strong administrative capabilities. The position is a full-time, on-site role, reporting directly to the Special Events Manager.

Our unique culture is at the heart of all we do and is guided by our values and behaviors. It’s what we expect of ourselves and each other every day. We call it our “Code of Culture”.

• Our Mantra
• Respect The Past
• Accept Responsibility
• Pay it Forward
• Our Actions We Live By
• Keep It Real. Always.
• Think Ahead. Be An Owner.
• Stay Humble. Hustle Harder.
• One Team. One Voice.
• Be Curious. Ask Why.
• Pete’s Promise
• Service Forward
• Ruthlessly Consistent
• Do the Right Thing
• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

• Serve as the primary point of contact for members and clients throughout the event planning process.
• Manage all phases of event coordination, including inquiries, proposals, contracts, menu selections, timelines, and floor plans.
• Create and distribute detailed Banquet Event Orders (BEOs), ensuring all departments are fully briefed and aligned on expectations.
• Conduct site visits, tastings, and pre-event meetings with clients as needed.
• Oversee setup and execution of events, ensuring accuracy in décor, layout, staffing, and service flow.
• Maintain accurate billing records, track deposits, and prepare post-event reconciliation.
• Coordinate with the accounting team to ensure timely and accurate event invoicing.
• Manage event calendars and assist in booking and scheduling to maximize revenue and space utilization.
• Maintain professional relationships with vendors and ensure compliance with club policies for all outside service providers.
• Ensure all events reflect the club’s standards of hospitality, elegance, and attention to detail.
• Schedule varies and may require weekend and holiday hours, days and evenings.
• Develop and maintain a Banquet Event Order (BEO) and planning process, ensuring meticulous attention to detail.
• Finalize event menu and confirm guest count two weeks prior to the event date.
• Gather, organize, and disseminate final event information.
• Attend weekly BEO meetings with the Operations team to discuss the upcoming events for the week.
• Provide support to clients during event set‑up and the initial 2‑3 hours of the event.

• Flexibility in work schedule, as job may require day and evening shifts, weekends and holidays.

• Demonstrated professionalism and energy.
• Excellent organizational and time management skills.
• Proficiency in advanced computer skills and current event programs.
• Exceptional written and oral communication skills.
• 1–2 years of experience in a high‑pressure catering environment.
• Prior experience in a Club setting is preferred.
• State Food Handler Certification.
• Responsible Beverage Service (RBS) state certification.

• Sales and Marketing – Knowledge of principles and methods for showing, promoting, and selling services. Includes marketing strategy, tactics, and sales techniques.
• Policies – Knowledge of company policies, federal, state, and local laws, government regulations and agency rules that pertain to property managed.
• Problem Anticipation / Deductive Reasoning – Ability to identify when something is wrong or likely to go wrong and apply general rules to specific problems to produce logical solutions.
• Written Comprehension and Expression – Ability to read, understand and communicate information and ideas in writing effectively.
• Oral Comprehension and Expression – Ability to understand and communicate orally so others can understand ideas and information.
• Computer – Ability to develop and maintain computer records in MS Office programs such as Word, Excel, Outlook, and other software required by TBCC and regulatory agencies. Ability to utilize food & beverage…