Events Coordinator, Activities

This position serves in a support function to the Events Manager by assisting in planning, promoting, and directing all Club & Spa membership activity programs to achieve customer (guest, member, employee, corporate, and owner) satisfaction. The ideal candidate will demonstrate a friendly and outgoing personality, leadership, professionalism, tact, good judgment, and dedication to the hospitality industry. Enthusiasm, excellent communication, and a helpful attitude are cornerstone characteristics of this role.

Responsibilities

• Contribute to Master Calendar planning, monthly event schedules, and activities/dining calendar.
• Update reservation settings for all events related to the Activities department.
• Create and supervise Banquet Event Order (BEO) development, including oversight of administrative and operational aspects of each, and attend weekly BEO meetings.
• Provide all necessary or requested information for the Marketing Department for flyers, newsletters, e-blasts, and social media posts in a timely manner.
• Update communication/advertising boards with current and future events and activities.
• Maintain vendor relationships, including preparation of Event Agreement drafts for review, organizing contracts, and processing vendor payments.
• Coordinate private event requests from Members and HOA, including HOA Board Meeting requests.
• Decorate the facility, restaurant(s), or event room(s) for events and activities as required.
• Maintain inventory and tidiness of Décor storage.
• Prepare floor plans and direction signs for events when required.
• Coordinate event organization, including sign-in sheets, check-in procedures, and applicable charges.
• Handle reservations and confirmations, manage waitlists, and capture photos during member events.
• Assist with special assignments/projects to support the Events Manager.
• Assist in all areas of Club Operations as requested.
• Provide Notary services to members/guests if licensed.
• Provide Club & Spa tours to new or potential Members as requested.
• Timely and consistent attendance is essential; irregular attendance may result in disciplinary action, up to and including termination.
• Comply with company rules and regulations for the safe and efficient operation of facilities; violations may result in disciplinary action, up to and including termination.

Requirements

• High School diploma or equivalent required; a four-year degree in hospitality, event planning, or a related program is preferred.
• Previous experience in the Hospitality industry, particularly in a private club setting, is preferred.
• Proficient in Microsoft Word and Excel; Canva experience is a plus.
• Excellent attention to detail and verbal and written communication skills.
• Prior experience in an office environment preferred.
• Notary Public Certification is a plus.
• Strong interpersonal and relationship-building skills.
• Solid organizational and time-management skills with the ability to manage multiple priorities.
• Ability to work independently with minimal supervision, effectively prioritize tasks, and consistently meet deadlines.
• Provide a positive role model for professionalism and the culture of the organization.
• Maintain strict confidentiality.
• Ability to assimilate innovative ideas and work well in a changing environment.
• Demonstrated ability to work successfully in a collaborative environment.
• Must be able to work weekends and holidays.
• Successfully pass a pre-employment drug screen and background check.

Physical Demands

• Ability to grasp, lift, push/pull, carry, or transport up to 25 lbs.
• Ability to push/pull wheeled carts weighing up to 100 lbs.
• Sit, walk, and stand for extended periods of time.
• Express and exchange ideas by means of the spoken word accurately, loudly, and quickly.
• Perceive the nature of sounds at a normal speaking level and make fine discriminations in sound.
• Visual acuity to determine accuracy, neatness, and thoroughness of assigned work.
• The noise level in the work environment is usually moderate.
• Bend, stoop, kneel, and reach with hands and arms.

Schedule

Must be able to work weekends and holidays. Due to the cyclical nature of the industry, employees may be required to work varying schedules to reflect business needs.