Job Overview:
We are looking for a hospitality driven professional to join our Wedding team at beautiful Black Canyon Inn in Estes Park! The Event Coordinator is responsible for supporting wedding couples and internal teams through the planning and execution of events hosted at Black Canyon Inn venues. This role requires strong organization, attention to detail, and a high level of emotional intelligence to guide clients through a meaningful and often high-emotion experience.
Event Coordinators work in a team-oriented environment, balancing administrative responsibilities with on-site event execution. This position serves as a central communication point between clients, internal departments, and vendors to ensure events are executed smoothly, accurately, and to venue standards
Pay Rate:
- Hourly plus commission eligibility on events coordinated
Planning & Administrative Responsibilities:
- Assist clients with menu planning and food & beverage selections
- Share Catering Showcase events with clients so they can book their tasting
- Attend Catering Showcase tasting events to provide client support
- Create and update ceremony, cocktail hour, and reception floor plans
- Assist with client linen selections and sharing final selections with linen and setup team
- Provide guidance on ceremony flow and rehearsal planning
- Review event timelines for feasibility, flow, and alignment with venue operations
- Recommend trusted outside vendors when requested
- Provide access to and support within the online planning portal and CRM
- Collect final event details and communicate logistics to internal team members
- Confirm vendor arrival times, load-in logistics, and venue access details
- Input final invoice details accurately and share final payment/invoice with client for payment pre-event
- Communicate final event details to culinary, bar, service and operations team and post finalized event documents in the appropriate area
- Respond to client questions via phone and email
- Answer incoming phone calls and direct inquiries appropriately
- Assist with venue tours for prospective clients as needed
- Connect client questions to appropriate team members as needed
- Support the events team with administrative tasks
- Maintain organized, accurate, and up-to-date client and event records
Event Day Responsibilities:
- Serve as the primary on-site point of contact for couples, vendors, and venue staff
- Communicate final timelines and details to all event team members
- Conduct pre-shift meeting with event staff
- Lead and facilitate the ceremony rehearsal when hosted at the venue
- Facilitate key timeline moments while keeping in communication with Black Canyon staff and outside vendors
- Assist with dinner and beverage service execution alongside service and culinary teams
- Verify venue setup aligns with approved floor plans
- Monitor guest experience and event flow, addressing issues calmly and professionally
- Communicate end of night parameters with Banquet Captain before leaving the event
- Introduce Banquet Captain to client before leaving the event (typically at open dancing)
- Address issues calmly, discreetly, and professionally as they arise
- Provide post-event feedback to management as needed
- Report any facility needs or problems to management as they arise
- Send client thank you message following the event
Skills, Qualifications, and Professional Expectations:
- In-person position at our Estes Park, CO property
- Minimum of 2 years of previous event coordinator/catering coordination experience required
- Strong organizational, multitasking, and time-management skills
- Excellent verbal and written communication abilities
- High level of emotional intelligence
- Ability to remain calm and solution-oriented in high-pressure situations
- Strong attention to detail and follow-through
- Team-oriented mindset and collaboration skills – it takes a team to run an event!
- Hospitality-driven approach and professionalism – guest first mentality!
- Flexibility to work weekends, evenings, and event days required – we work when our guests celebrate!
About Black Canyon Inn:
Black Canyon Inn is just minutes from the heart of downtown Estes Park, Colorado and iconic Rocky Mountain National Park! The property has two beautiful wedding sites, The Homestead and the Boulders. Each venue site overlooks the Continental Divide and Lumpy Ridge, providing a truly magical location where our teams help bring our guests celebrations and special life milestones to live!
Pay: $27.00 - $29.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
