Purpose
The Event Coordinator is responsible for the planning, coordination, and execution of banquet and catering services at the Club, ensuring member satisfaction, serving as a key liaison between departments, members, and vendors, and driving revenue growth through effective service delivery and upselling opportunities.
Key Responsibilities
Event Planning, Coordination & Execution
- Coordinate full-cycle event logistics from initial inquiry through post-event follow-up.
- Meet with members and guests to determine event requirements and finalize details.
- Collaborate with related departments and external vendors to arrange and confirm all event logistics in alignment with BEOs, including menus, pricing, room booking and setup, A/V equipment, and site inspections.
- Negotiate food and beverage pricing, room rentals, and Club services to maximize revenue, while ensuring alignment with booking parameters.
- Oversee service staff during events, ensuring proper execution and presentation standards.
- Coordinate with all contributing departments to maintain efficient and high-quality delivery.
- Address service issues or member concerns, escalating to supervisors when necessary.
- Lead daily briefings on Banquet Event Orders (BEOs) and participate in weekly BEO meetings; manage change log updates.
- Develop and manage floor plans for optimal event setup and flow.
- Submit accurate proposals and contracts, and process advanced deposits as required.
- Assist with the preparation of event staff work schedules.
- Maintain consistent contact with members and guests before, during, and after events to ensure member satisfaction and repeat business.
- Conduct personalized member check-ins and post-event follow-up.
- Identify upselling opportunities for food and beverage, room rentals, additional services, and future business.
- Contribute to achieving departmental sales targets and revenue goals.
- Promote events and Club functions through bulletin, posters, and email communication.
- Conduct self in alignment with the Well Played service model (Prompt, Personalized, Polite) to support member services and respect in the workplace.
- Ensure timely and professional responses to event-related inquiries via phone, email, and in-person.
- Organize and distribute event-related internal communications including memos and updates.
- Prepare and process final billing for members or external accounts following event completion.
- Maintain detailed records of all events for future reference and repeat business.
- Assist with menu formatting and POS/catering system updates.
- Works in compliance with Occupational Health & Safety Act (OHSA) and any safety policies and procedures set out by the Club.
Education/Certification:
- Post-secondary education in Hospitality, Event Management, or a related field
- Smart Serve certification required; Food Handler’s certification an asset
- Standard First Aid and CPR/AED certification an asset
- A minimum of three (3) years’ relevant experience in a comparable role, preferably in a hotel, private social club, or related hospitality setting
- Proven sales performance experience, meeting and exceeding sales revenue goals
- Working level proficiency in Microsoft 365 and POS systems required
- Working knowledge of accounting procedures and principles, and records management
- Knowledge of AGCO liquor laws required
- High level knowledge on weddings and other high-end events, wine pairings, and menu planning
- Basic skills in Dreamweaver or similar software
- High proficiency in communication, interpersonal relations, and presentation
- Proven demonstration of exceptional member service and conflict resolution skills
Report job
