Private Events Coordinator

The Private Events Coordinator is responsible for managing private event inquiries, coordinating event details, and serving as the primary point of contact for clients throughout the planning process. This position works closely with restaurant management, culinary staff, sales, marketing, and resort departments to ensure exceptional guest experience and successful event execution. The Private Events Coordinator supports revenue growth through event sales, client relationship management, and effective event planning while maintaining a hands-on approach to restaurant operations.

Essential Duties and Responsibilities

· Respond promptly to private event inquiries and follow up with prospective clients.

· Develop client relationships and convert qualified inquiries into confirmed bookings.

· Coordinate event logistics, including menus, timelines, guest counts, room setups, and special requests.

· Prepare and manage event proposals, contracts, deposits, and related documentation.

· Maintain accurate event calendars, booking records, and client files.

· Communicate event details to all necessary departments to ensure seamless execution.

· Collaborate with Restaurant Management, Culinary, Sales, Marketing, and other departments regarding event planning and operational needs.

· Monitor and follow up on pending event opportunities and future business prospects.

· Attend selected events to support client communication, troubleshoot concerns, and ensure successful execution.

· Assist with Alexandra's special events, promotions, and other projects as assigned.

· Serve as Manager on Duty when designated to support restaurant operations and guest service.

· Maintain a visible and hands-on presence and assist with operational needs as business demands require.

· Promote positive guest experience and uphold Turf Valley Resort's service standards.

· Perform other duties as assigned.

Work Environment

The work environment includes office, restaurant, banquet, and resort settings. The employee may be exposed to varying noise levels and hospitality-related operational activities.

Schedule

Schedule will vary based on business needs, event volume, and operational requirements. This position may require:

· Evenings

· Weekends

· Holidays

· Attendance at scheduled private events

· Flexibility to support restaurant operations as needed

Required Qualifications

· Previous experience in hospitality, restaurant operations, catering, private events, event coordination, or a related field.

· Strong written, verbal, and interpersonal communication skills.

· Excellent organizational and time management abilities.

· Strong attention to detail and commitment to quality.

· Ability to manage multiple projects, priorities, and deadlines simultaneously.

· Ability to work independently and exercise sound judgment.

· Proficiency in Microsoft Outlook, Word, and Excel.

Preferred Qualifications

· Previous supervisory or leadership experience.

· Experience with Delphi or similar event management software.

· Experience in a resort, hotel, restaurant, catering, or private events environment.

Physical Requirements

· Ability to stand and walk for extended periods.

· Ability to lift and carry up to 25 pounds occasionally.

· Ability to navigate restaurant, banquet, and resort facilities.

· Ability to work in a fast-paced hospitality environment.

· Ability to bend, stoop, reach, and perform other physical activities associated with event setup and support.