Event Coordinator

About the role

Allenberry is in the midst of an exciting transformation. We're restoring one of Pennsylvania's most iconic resorts while creating a destination centered on wellness, learning, creativity, outdoor recreation, and meaningful human connection. From executive retreats and leadership programs to weddings, family celebrations, corporate gatherings, and special events, our goal is simple: create experiences that leave people better than they arrived. We're looking for an experienced Event Coordinator to become the organizational center of our event operation. This is much more than an administrative position. You'll take the details of a booked event and bring them together into a clear, coordinated plan — making sure our clients, event leads, and departments across the resort know what needs to happen and when. Working under the direction of our Director of Restaurant and Event Operations and closely with our Director of Group Sales, you'll coordinate events from the sales handoff through execution. You'll work across food & beverage, lodging, guest services, facilities, spa, activities, and other areas of the resort to make sure nothing falls through the cracks. We're specifically looking for someone who brings meaningful event experience. We want you to bring what you've learned elsewhere to Allenberry and help us continue improving how we plan and execute exceptional events.

Responsibilities

• Serve as the central coordinator for events from the sales handoff through execution.
• Work closely with clients throughout the planning process to gather details, answer questions, and keep planning on schedule.
• Develop and maintain banquet event orders, event timelines, floor plans, room setups, guest counts, vendor information, and other critical event details.
• Translate what has been promised to the client into a clear operational plan for the Allenberry team.
• Coordinate event details across food & beverage, lodging, guest services, facilities, spa, activities, and other resort departments.
• Coordinate and provide day-to-day direction to event leads, making sure they understand the event plan and expectations.
• Help determine event staffing needs and coordinate schedules and assignments with resort leadership.
• Conduct pre-event meetings and communicate changes to everyone involved.
• Coordinate outside vendors, entertainment, transportation, rentals, AV, décor, and other event partners.
• Monitor event setups and execution and help resolve issues as they arise.
• Anticipate potential problems