Event Coordinator (Full-Time)

Responsibilities

• Answer all lead inquiries regarding daytime bookings as well as ceremony bookings, all-inclusive packages, and evening Holiday LIGHTS proposal packages; answer client questions, discuss guidelines and payment procedures prior to booking.
• Answer phone calls and return voicemails in a timely manner.
• Oversee the Special Events email inbox; transferring leads into Tripleseat and forwarding leads pertaining to other departments to those departments as needed.
• Conduct site visits as needed for clients seeking elopements, ceremony bookings, all-inclusive packages, and other smaller scale bookings.
• Work with clients on event logistics post contract for all events booked.
• Maintain and oversee package inventory, such as champagne flutes, and look for new ways to enhance current packages by means of industry trends and meeting client needs.
• Aid Event Sales Manager with conducting and converting larger event bookings as assigned.
• Aid Event Sales Manager in maintaining all sales/package documents, email templates, profit tracking sheets, EOY reports, and generating new revenue opportunities.
• Aid Event Sales Manager in booking Garden Club/Society meetings; assist as needed in the planning and executing of Garden Shows.
• Aid Director of Events with execution and coordination for Cheekwood and vendors for internal events including but not limited to Development, Public Programs, President’s Office.
• Oversee all Cheekwood internal booking requests and communicate any issues via JIRA.
• Review rental orders, floor plans, timelines, and parking maps for external clients as needed.
• Collaborate directly with photographers to obtain photo galleries from all events; assist the Event Sales Manager with photo file management and uploading photos to SharePoint and Pics.io.
• Knowledgeable of all Cheekwood rules and regulations regarding event planning and execution.
• Responsible for training and supervising staff as determined by the Event Managers.
• Serve as the onsite Cheekwood liaison between clients and vendors during a variety of events including weddings, corporate, and development/sponsor from set up to tear down.
• Oversee/supervise bar staff for private and public events as assigned.
• Responsible for ensuring that all caterers and wait staff clean the buildings inside and out before leaving the property; responsible for overseeing all vendor loads out as assigned.
• Responsible for post event site final clean-up and trash removal.
• Represents and delivers excellent customer service in keeping with Cheekwood’s brand.
• Maintain a professional demeanor and appearance at all times.
• Adhere to all Cheekwood policies and procedures.

Secondary Activities and Responsibilities

• Represent Cheekwood at a variety of bridal and event marketing opportunities.
• Administrative duties; folder composition, filing, and data entry.
• Phone & email correspondence.
• Service bars as needed via bartending or running/bar backing.