The Event Coordinator oversees on-site event logistics, acting as the liaison between client expectations, operational teams and vendors. The role ensures vendors load in and strike correctly, adhere to property standards, and that clients are greeted at key moments throughout the event. The coordinator also protects the facility and its assets. When no group events are taking place, the position focuses on administrative planning for internal events and proactive vendor communications.

Responsibilities

Lead to delivery: sell and service internal groups 10-40 people, 90 – 120 days out
Assist the Catering and Events team for all items related to on-site group needs and vendor activity for special events during conferences and programs
Act as client-facing liaison and on-site coordinator to ensure seamless execution of event logistics, supporting the Event Manager
Manage daily property-wide communications, including preparing and distributing the daily change log to ensure all departments are informed of important updates
Develop, finalize, and maintain accurate Group Resumes in Infor SCS, ensuring all event details, BEOs, operational notes, and supporting documentation are complete and current, with timely distribution to operational departments and escalation of any unresolved or high-impact concerns to Event and operational leadership
Manage assigned group room blocks from initial turnover through departure
Load and maintain room blocks accurately in the PMS
Monitor pickup, attrition, cancellations, no-shows, and rooming-list deadlines
Ensure room types, rates, dates, and inventory align with the signed contract
Identify potential overbooking or inventory concerns early and communicate them to Sales and Revenue Management
Manage room block adjustments and release dates according to contract terms
Track complimentary rooms, upgrades, suites, and VIP accommodations
Receive, organize, and process group rooming lists
Enter reservations accurately and efficiently
Review reservations for rate, dates, room type, names, billing instructions, and special requests
Maintain accurate reservation notes and VIP/group preferences
Manage reservation changes, cancellations, extensions, and early departures
Support post-contract event turnover by verifying executed contracts and SCS information, establishing group files and guest reservations, maintaining shared event calendars and key deadlines, and ensuring all departmental fields are complete and accurate for seamless execution and reporting
Coordinate special accommodations for VIPs, executives, speakers, wedding parties, and other key guests
Ensure successful vendor experience, remaining mindful of asset protection initiatives. This includes but not limited to: Initial vendor meet & greet, pre/post event space walkthrough and hold vendor accountable for any damages or sub-standard performances
Perform administrative duties to support vendor management such as reporting, communications with manager and vendors, and property access for vendors
Daily creation of Banquet Event Orders and diagram packets for Vendors when on property
Maintain and organize Banquet Event Orders in addition to attending BEO Meeting as needed
Prepare Set Up Program Agenda for pre-shift meetings, as required
Pre-check and audit the set-up and banquet teams in accordance to the client and internal event order details to ensure an excellent experience for guests and Southall reputation
Close and reset after each program: return operational materials, document notable operational challenges, and prepare for upcoming group arrivals
Support post-departure follow-up, including the thank-you communication and the guest satisfaction survey
Other duties as assigned