Event Operations Coordinator

JOB TITLE: Event Operations Coordinator DEPARTMENT: Food & Beverage

REPORTS TO: Director of Events WAGE CLASS: Full Time

Position Summary: The Event Operations Coordinator supports the successful planning and execution of Club and private events, ensuring exceptional and seamless experiences for our members and guests. This role combines administrative event preparation with on‑site event support to ensure accuracy, organization, and consistent delivery of the event as planned.

Reporting directly to the Director of Events, this position serves as a liaison between the Events Department and the execution teams, ensuring continuity from the planning phase through on‑site execution. The Event Operations Coordinator maintains clear communication, preserves planning intent, and provides a visible and reassuring presence for members throughout their event experience.

The position works collaboratively with the Director of Events, Assistant General Manager, Food & Beverage Management, and Executive Chef. During events, this role supports and collaborates with service staff and operational leaders but does not direct or supervise execution teams. The ideal candidate models professionalism and hospitality while demonstrating commitment to the overall success of Baltusrol Golf Club and the member experience.

About the Club: Founded in 1895, just minutes from New York City in northern New Jersey, Baltusrol Golf Club remains true to its founder Louis Keller’s bold vision to create a world class golf club befitting America’s leading city. Baltusrol’s two championship golf courses, both ranked among the top 100 in America by several major publications, have played distinguished roles on the national golf stage since their creation by architect A.W. Tillinghast.

The Club has hosted 19 major championships in its history and will again welcome the world’s best golfers when it hosts the 2029 PGA Championship. In 2014, Baltusrol was designated a National Historic Landmark in recognition of its legacy in American golf. Over the course of its 130‑year history, Baltusrol has also distinguished itself as an international leader in hospitality.

In 2019, the clubhouse at Baltusrol was recognized as one of the greatest classic clubhouses in America by Golf Digest. Baltusrol has been ranked #2 Platinum Golf Club in America by Club Leaders Forum since 2019 and was ranked the #5 Platinum Golf & Country Club in the World in 2025‑26.

• Produce contracts, proposals, menu packages, and function sheets for Club events and maintain accurate information throughout the event planning process to ensure clarity and confidence for members and execution teams
• Assist in preparing weekly event sheets, banquet event orders, proposals, and contracts in coordination with the Events Department
• Develop and maintain the internal weekly event calendar; communicate event updates and scheduling changes to staff and management
• Create and update diagrams for buffet tables, guest seating, and room setups in collaboration with catering and banquet teams
• Maintain detailed records of event logistics, layouts, and menu selections for both recurring and annual Club events
• Prepare food labels, signage, and printed materials for buffets and events
• Support billing accuracy by preparing cover sheets, communicating missing information, and liaising with the Accounting Department for timely invoicing
• Conduct pre‑event walk‑throughs and participate in set‑up meetings to confirm event details, layouts, and timelines align with planning documents and member expectations
• Attend Food & Beverage, management, and staff meetings to ensure consistent communication and alignment across departments
• Assist with large‑scale Club events, including planning and on‑site support
• Event documentation and communication must be accurate, organized, and distributed in advance of each event to support operational readiness and consistent execution standards
• Serve as on‑site coordinator for private and Club events
• Maintain visible presence on the floor throughout events to ensure alignment with planned…