Special Events Coordinator

About the role

The Special Events Coordinator at BHC works with the catering sales and service teams in the meeting and social events process across the collection.

Responsibilities

• Manage incoming catering leads and delegate to the appropriate catering sales manager
• Handle client requests and communicate customer needs
• Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, schedule of events, and menus
• Maintain accounts in Delphi, including traces, creating, and updating bookings, manipulating events in the function diary, and the preparation of Banquet Event Orders
• Maintain various Catering file systems, both electronic and paper, including account files and master files for Banquet Event Orders and Resumes
• Assist managers in preparing for site visits including (when needed) setting transportation, making restaurant reservations, and scheduling amenities
• Assist in creating collateral and presentations for the catering team
• Manage and coordinate communication with departments within the hotel to ensure smooth service delivery
• Maintain strong working knowledge of hotel facilities, services, and pricing

Qualifications

• Previous experience in hotels preferred, with experience in a client‑facing role
• Strong attention to detail
• Demonstrated aptitude for problem solving and problem identification
• Ability to effectively manage and adhere to daily, weekly, and monthly deadlines
• Proficiency in Excel, Word, PowerPoint; experience with Delphi is a plus
• Ability to manage multiple tasks and responsibilities at once
• Ability to operate in a team environment and develop relationships cross‑divisionally
• Excellent written and verbal communication skills
• Previous experience in events preferred
• Physical capabilities: prolonged periods of sitting at a desk and working on a computer; ability to communicate clearly in person, by phone, and in writing; ability to move between BHC properties and office locations as needed; occasional lifting or carrying of materials, binders, or supplies up to 15 pounds; reasonable accommodation may be made to enable individuals with disabilities to perform essential functions