Group Event Services Coordinator

About the Role

The Group Event Services Coordinator provides comprehensive administrative and logistical support for events, managing event details, coordinating vendors, handling communications, and ensuring smooth event execution. This role works closely with Sales Representatives to execute contracts and collaborates with the TRMF Hospitality team to support diverse group events, including corporate retreats, motorcoaches, weddings, reunions, and large-scale conferences.

Responsibilities

• Coordinate all aspects of events, including planning, logistics, venue set-up, catering, audiovisual setup, and attendee accommodations, such as creating and releasing tickets and room blocks.
• Plan and facilitate weekly catering meetings with the Hospitality team.
• Manage event orders, maintain booking records, handle payments, and prepare event documentation.
• Process invoices and tip sheets within three to five business days.
• Coordinate with the Hospitality Team for services like catering, decorations, and equipment.
• Serve as the onsite point of contact for outside vendors (e.g., A/V, rentals).
• Ensure events comply with legal, safety, and health regulations; obtain necessary permits from fire, police, and health departments.
• Develop and maintain an up-to-date list of available venues, services, and pricing options to support sales representatives.
• Act as the primary point of contact for booked events, managing communications with group contacts and handling event-related correspondence.
• Create, update, and distribute banquet event orders.
• Receive and screen telephone calls and visitors, providing routine information about events, operations, policies, and procedures.
• Maintain and distribute the master event calendar accurately and in a timely manner.
• Assist with tracking expenses and managing budgets outlined in group contracts.
• Provide on-site assistance during events to ensure smooth operations and address any issues.

Requirements

• High school diploma required; bachelor’s degree in Business Administration, Hospitality Management, Communications, or a related field preferred.
• Minimum of three years’ experience in a clerical or administrative position, or an equivalent combination of education and experience.
• Knowledge of group markets, food and beverage, lodging, and/or the hospitality industry.

Skills

• Excellent organizational skills to manage multiple tasks, prioritize effectively, and meet deadlines.
• Strong written and verbal communication skills for client interactions and adaptability to changing situations.
• Problem-solving skills to troubleshoot issues and resolve problems independently.
• Meticulous attention to detail to ensure accuracy in event planning and execution.
• Ability to work effectively as part of a team and collaborate with others.
• Experience in event planning or coordination preferred.
• Familiarity with event management software and Microsoft Office Suite.

Work Environment

This position operates in an office environment. Evenings, weekends, and holidays are required.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Regularly required to talk, hear, stand, walk, use hands to handle or feel, and reach with hands and arms.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to lift up to 30 lbs. at times.
• Ability to remain calm under pressure and handle unexpected situations.

Schedule

This is a full-time position, Monday through Friday, 8:00 a.m. to 5:00 p.m. The role regularly requires long hours and weekend work.