Event Coordinator

About the role

At Gila River Resorts & Casinos we’re looking for Moment Makers—people who combine professionalism with genuine warmth, anticipate needs before they’re spoken, and take pride in turning everyday interactions into unforgettable experiences. Exceptional service is about what you do; true hospitality is about how you make people feel.

What You’ll Accomplish

The Event Coordinator oversees administrative, logistical, and operational functions that support the Event Services department. The role focuses on planning, providing accurate documentation, and ensuring clear communication. Strong organization, high‑level multitasking, and interdepartmental coordination are essential to support successful event operations.

Essential Duties and Responsibilities

• Manage all in‑house catering inquiries, maintain event calendars, and update all booking systems.
• Oversee details and Banquet Event Orders (BEOs) for in‑house meetings and departmental training.
• Organize daily distribution of event postings, change logs, and property BEO distribution.
• Prepare, distribute, and maintain BEOs for weekly review.
• Create and distribute a 14‑day booking recap each week.
• Distribute weekly resumes and assist Event Managers with group resumes.
• Prepare catering estimates based on BEOs and provide them to the Billing Coordinator.
• Coordinate updates in Delphi for menu, pricing, set‑up, and system changes.
• Track catering performance metrics for forecasting and end‑of‑month revenues.
• Manage amenity inventory, personalized notes, and custom amenities for VIPs.
• Reconcile final billing for Event Managers review and audit billing accuracy.
• Monitor vendor agreements, certificates of insurance, and compliance documentation.
• Oversee execution of catering guidelines for all new group turnovers.
• Prepare signage and specialty menus for VIP events.
• Assist with departmental ordering and accurate cost tracking for expenses.
• Support preparation of in‑house VIP events, marketing‑driven events, corporate partner events, trade shows, and networking events.
• Create visual aids for group and VIP events.
• Communicate with guests and group contacts verbally and in writing.
• Upload banquet report communications to booking notes for future review.
• Conduct introductory site tours and event walk‑throughs when needed.
• Perform other special projects and duties as assigned.

Qualifications

• Associate’s degree in hospitality management, Business Administration, or related field preferred.
• 2–4 years of catering, hospitality, event, or banquet coordination experience.
• Proficiency in Delphi Management system, Opera, and Microsoft Office (Word, Excel, Outlook).
• Strong administrative management and project/organizational skills.
• Meticulous attention to detail and excellent telephone and written communication skills.
• Self‑motivated, able to complete tasks with minimal supervision and take direction easily.
• Ability to multitask effectively and maintain a confident, empowering demeanor.
• Demonstrated commitment to collaborative teamwork and cross‑department coordination.
• Professional, forward‑thinking demeanor at all times.
• Excellent verbal and written communication skills.
• Ability to perform “the GILA WAY” when engaging with guests: Greet, Interact, Listen, Appreciate.

Benefits and Perks

• Comprehensive health coverage and company‑paid benefits.
• Generous 401(k) match.
• Wellness initiatives.
• Paid time off.
• Exclusive team‑member perks.
• Supportive, inclusive culture that encourages authenticity and individuality.

Application deadline: September 25, 2026, at 4:00 pm.