Event Coordinator

Events Coordinator

Reports To: General Manager
Department: Operations

Position Summary

The Events Coordinator is responsible for generating new business opportunities, managing client inquiries, and coordinating event bookings. This position supports the sales process from initial contact through contract completion, while working closely with operational teams to ensure a positive client experience and successful events.

Essential Duties and Responsibilities

Sales & Business Development

• Generate new sales leads through networking, referrals, research, outreach, site visits, and cold calling, with an emphasis on group business.

• Identify and develop sales opportunities using existing contacts, previous client records, and prospective customer databases.

• Respond to customer inquiries received by phone, email, website, or in person in a timely and professional manner.

• Schedule and conduct site tours, presenting event spaces, amenities, and available services.

• Recommend catering options, amenities, and upgrades based on client needs and preferences.

• Work toward achieving sales goals and revenue projections established by the General Manager.

Event Sales & Client Coordination

• Prepare event estimates, proposals, and contracts, and coordinate the collection of signed agreements and required deposits.

• Build and maintain positive relationships with clients, community partners, and agency representatives.

• Work with clients to understand event objectives, coordinate details, and ensure expectations align with available services and operational needs.

• Maintain accurate records of sales activities, prospective clients, contracts, and client communications.

• Communicate event details and special requests to operational teams to support successful event execution.

Collaboration & Administrative Support

• Collaborate with the Marketing Manager, Executive Chef, Food and Beverage Manager, Rooms Manager, and other team members to coordinate event requirements.

• Provide regular sales updates to the General Manager, participate in meetings, and prepare reports as requested.

• Assist other departments, including reservations and event operations, as business needs require.

• Perform other related duties as assigned.

Qualifications & Requirements

• Previous experience in sales, hospitality, event coordination, customer service, or a related field preferred.

• Strong communication, interpersonal, and customer service skills.

• Ability to build positive relationships with clients, vendors, and team members.

• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.

• Ability to prepare accurate estimates, proposals, contracts, and related documentation.

• Proficiency in Microsoft Office applications and the ability to learn sales and event management systems.

• Strong attention to detail, problem-solving skills, and ability to work independently or as part of a team.

• Flexibility to work weekends, holidays, or adjusted schedules based on business and event needs.

Physical & Work Requirements

• Ability to work in office and hospitality/event environments.

• Ability to stand, walk, and conduct property tours for extended periods.

• Ability to use standard office equipment and perform computer-based tasks.

• Ability to perform the essential functions of the position, with or without reasonable accommodation.

Additional Information

This job description provides a general overview of the position's responsibilities and requirements and is not intended to be an exhaustive list of duties. Responsibilities may change based on business and operational needs.