Event Services Coordinator
Scope and General Purpose
The Event Services Coordinator provides administrative and operational support to the Lodge's sales and events team. The role is primarily focused on supporting the planning and execution of corporate events and group retreats, while also providing sales lead and private dining support. The position combines detailed administrative work, client communication, and hands-on, on-site event support.
Core Areas of Responsibility
Event Planning Administration & On-Site Group Support
- Provide day-to-day administrative and organizational support to the Corporate Event Manager throughout the planning process.
- Maintain event files, timelines, BEOs, schedules, client details, and other planning documents.
- Help coordinate event details and communicate needs and changes to Lodge departments.
- Print and prepare BEOs and event information packets for weekly staff meetings.
- Maintain and update the staff BEO folder at the server clock-in station each week.
- Coordinate linen orders, rentals, and other outsourced event needs.
- Print menus, food cards, signage, and other event materials as needed.
- Prepare meeting and event spaces and confirm setups, equipment, signage, amenities, and other details are ready.
- Serve as a knowledgeable on-site point of contact for assigned groups and events, allowing the Corporate Event Manager to transition the group into execution without needing to remain on-site throughout the entire event.
- Independently handle routine group needs, schedule changes, and guest requests while involving the Corporate Event Manager or Lodge leadership when appropriate.
- Provide evening and weekend event coverage as scheduled based on group and event needs.
Sales Lead & Inquiry Support
- Provide consistent support for incoming group, retreat, corporate event, and other sales inquiries.
- Respond to new leads when assigned or when additional sales coverage is needed.
- Gather initial client information, check availability, provide preliminary information, and assist with proposals and contracts.
- Help ensure leads receive timely responses and follow-up and continue moving through the sales process.
- Maintain accurate lead and client information within Tripleseat and other Lodge systems.
- Provide sales administrative support and coverage during busy periods, days off, vacations, or other times when needed.
Private Dining Support
- Provide administrative and booking support to the Private Dining Coordinator.
- Respond to private dining inquiries and assist with bookings when additional coverage is needed.
- Gather event details and assist with proposals, agreements, BEOs, menus, timelines, and other planning information.
- Help coordinate private dining details between the client, culinary team, front-of-house staff, and Lodge operations.
- Provide planning or on-site support for private dining events when needed.
- Maintain OpenTable availability for private dining and group business, including opening reservations according to the established booking window, ensuring groups are accurately reflected, and confirming appropriate holds are in place for exclusive-use dates.
Pay: $21.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
