Events & Banquet Coordinator

Westmoreland Country Club, located in Export, PA, is a fast-paced hospitality-focused property seeking a driven individual to grow within the organization. As part of Troon, you’ll contribute to a global leader in golf and community management.

About the role

The Banquets & Events Coordinator is responsible for generating, planning, organizing, selling, coordinating, and executing all private and club-sponsored events. This position serves as the primary liaison between the member, host, or client and the Club from the initial inquiry through the completion of the event. The Coordinator maximizes banquet revenue while delivering exceptional hospitality, flawless execution, and memorable experiences that reflect the standards of Westmoreland Country Club.

Responsibilities

• Sales & Business Development
  • Respond to all banquet and event inquiries within 24 hours
  • Conduct club tours for prospective clients
  • Develop banquet sales opportunities
  • Promote weddings, showers, golf outings, meetings, celebrations, memorial luncheons, and social events
  • Maintain relationships with members for repeat business
  • Actively pursue new private event opportunities
  • Maintain an organized sales pipeline
  • Meet annual banquet revenue goals established by the General Manager
• Event Planning
  • Coordinate every detail including:
    • Room layouts
    • Timelines
    • Seating arrangements
    • Menu selections
    • Beverage packages
    • Linen selections
    • Decorations
    • Entertainment
    • Audio/Visual needs
    • Vendor coordination
    • Staffing requirements
    • Special dietary requests
    • Children's meals
    • Setup requirements
• Banquet Event Orders (BEOs)
  • Prepare accurate Banquet Event Orders, contracts, event timelines, setup diagrams, beverage requirements, staffing requirements, and rental equipment
  • Ensure all BEOs are distributed to Executive Chef, Food & Beverage Director, Banquet Captain, Accounting, Maintenance, Housekeeping, and Golf Operations (when applicable)
• Menu Development
  • Work with the Executive Chef to:
    • Develop banquet menus
    • Update pricing annually
    • Create seasonal offerings
    • Develop wedding packages
    • Build golf outing menus
    • Create holiday packages
    • Develop beverage packages
    • Create wine pairing dinners
    • Assist in pricing all menus for profitability
• Event Execution
  • Be present during major events to:
    • Greet hosts
    • Coordinate vendors
    • Supervise setup
    • Work alongside banquet captains
    • Manage timelines
    • Handle last-minute changes
    • Solve issues immediately
    • Ensure exceptional member satisfaction
    • Conduct post-event follow-up
• Financial Responsibilities
  • Prepare event estimates
  • Collect deposits
  • Coordinate final payments
  • Verify event charges
  • Review invoices
  • Assist Accounting with billing
  • Track banquet revenue
  • Monitor event profitability
  • Recommend pricing adjustments
• Member Relations
  • Build lasting relationships with members
  • Follow up after events
  • Generate referrals
  • Handle complaints professionally
  • Create personalized experiences
  • Maintain excellent communication from booking through completion
• Administrative Duties
  • Maintain banquet calendar
  • Update event files
  • Prepare weekly event sheets
  • Attend manager meetings
  • Assist with club event planning
  • Produce banquet revenue reports
  • Maintain banquet contracts
  • Update banquet marketing materials
• Collaboration
  • Work closely with General Manager, Food & Beverage Director, Executive Chef, Banquet Captains, Membership Director, Accounting, Golf Operations, Maintenance, and Housekeeping
• Performance Expectations
  • Performance will be evaluated on:
    • Banquet revenue growth
    • Number of events booked
    • Member satisfaction
    • Event profitability
    • Accuracy of BEOs
    • Communication
    • Organization
    • Event execution
    • Client retention
    • Referral business
    • Professionalism
• Leadership Expectations
  • Represent the Club professionally
  • Maintain exceptional organizational skills
  • Be visible during events
  • Deliver outstanding hospitality
  • Communicate effectively with every department
  • Be proactive and solutions-oriented
  • Promote the Country Club brand through every event

About Troon

Founded in 1990 and headquartered in Scottsdale, AZ, Troon is the world’s largest professional club management company, specializing in services in golf, hospitality, and residential communities. With more than 900 locations in 45+ states and 27+ countries, Troon is a leading employer in hospitality. Guided by values that emphasize being infectiously energetic, consciously kind, and humbly prosperous, Troon offers professionals the opportunity to grow and succeed within a globally respected organization.