The Event Coordinator manages the planning and coordination of weddings, social events, corporate events, and other special events for Peachtree Catering and Events. Serving as the primary client liaison after contract execution, the coordinator owns assigned events through planning and execution, handling client communication, event documentation, vendor coordination, and on-site support. The role requires flexibility for weekends, evenings, and holidays, and involves collaboration with internal teams to ensure successful event delivery.

Responsibilities

Manage a full portfolio of assigned clients and events following contract execution.
Serve as the primary point of contact for assigned clients throughout the planning process.
Build and maintain strong, professional client relationships through consistent communication, responsiveness, and follow-through.
Guide clients through the planning process and ensure they understand upcoming decisions, deadlines, and requirements.
Conduct planning meetings, venue walk-throughs, tastings, and other client meetings as required.
Manage client expectations while providing a high level of service and attention to detail.
Maintain ownership of assigned events from planning through execution.
Respond to client emails and phone calls in a timely and professional manner.
Develop, update, and maintain accurate Banquet Event Orders (BEOs) and event planning documents.
Build and maintain event floor plans, timelines, menus, seating arrangements, and other planning materials.
Ensure event details are accurately documented and communicated to appropriate internal teams.
Review event information throughout the planning process and make necessary updates as client plans evolve.
Prepare final event information and communicate critical details to internal departments and event-day teams.
Develop proficiency in Peachtree's event planning and management software and maintain accurate event records and revisions.
Source and coordinate rentals and other event-related services for assigned events.
Communicate with vendors and ensure required information is received and documented.
Coordinate vendor logistics and requirements as part of the event planning process.
Maintain professional relationships with vendors and event partners.
Follow established Peachtree procedures for vendor communication, rentals, billing, and event documentation.
Identify appropriate opportunities to upsell products, services, and enhancements within assigned events.
Present relevant options based on client needs, priorities, and event vision.
Work to increase event revenue while maintaining a strong client experience.
Maintain accurate billing and ensure approved upgrades, additions, and changes are reflected appropriately.
Consult with Culinary Leadership regarding menu development and appropriate enhancements for assigned events.
Remain knowledgeable about Peachtree's services, offerings, and event capabilities in order to make appropriate recommendations to clients.
Participate in group tastings and other client or team events on a rotating basis.
Participate in weekly and monthly internal meetings.
Collaborate closely with Sales, Culinary, Beverage, Operations, Event Management, and other internal partners to ensure successful event execution.
Communicate changes in event details promptly and accurately to affected departments.
Assist with event-day responsibilities as required by assigned events and business needs.
Ensure assigned events are executed according to the details established during the planning process.
Provide on-site support for assigned events when required, including evenings, weekends, holidays, and extended event-day shifts.
Assist the Event Coordination team and other departments as business needs require.

Requirements

Previous experience in hospitality, catering, events, customer service, or a related field preferred.
Exceptional attention to detail and commitment to client service.
Strong written and verbal communication skills.
Excellent organizational, prioritization, and time-management skills, with the ability to manage multiple clients, events, deadlines, and competing priorities simultaneously.
Ability to learn and gain proficiency with industry-specific software and internal systems.
Strong initiative, judgment, problem-solving, and critical-thinking skills.
Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
Ability to communicate professionally and effectively with clients, vendors, colleagues, and leadership.
Ability to use standard office technology and equipment, including computers, phones, printers, scanners, and web-based systems.
Professional attitude and appearance consistent with a client-facing hospitality position.