Private Events Coordinator

The Private Events Coordinator supports the Private Events team in providing complete event services for members, assisting with client communication, event details, proposals, contracts, and internal coordination. This entry-level role involves answering the sales line, checking date availability, handling inquiries, and supporting site visits. The coordinator also manages event documentation, BEOs, deposits, and event box processes, while providing lateral support within the club as directed by the Director of Catering.

Responsibilities

• Answer the Private Events sales line and collect preliminary information from members and prospective clients, including event date, type of event, guest count, and other pertinent details
• Check date availability and, when appropriate, provide alternative dates or connect the caller with an available member of the Sales Team.
• Respond to and assist with routine member and client inquiries in a professional, friendly, and timely manner.
• Assist Private Events Sales Managers with client communications, event details, proposals, contracts, and other sales-related materials.
• Handle in-house event requests and process internal clients with the same level of organization and attention to detail as external events.
• Provide support for client site visits and tours when other members of the Sales Team are unavailable.
• Prepare anniversary notes and other appropriate follow-up communications for past wedding clients.
• Assist with other clients and member communications as directed by the Private Events Sales Team.
• Proofread weekly BEOs and identify missing or incomplete information before distribution of the weekly BEO packet.
• Assist with creating and updating BEOs for Activities and Private Events as needed.
• Distribute BEOs and other event documents electronically and in physical form as required.
• Distribute guarantee sheets and other documents from the Activities and Private Events departments to the appropriate Club departments.
• Maintain the BEO Binder and ensure documents are organized and current.
• Maintain the UBI Binder, ensuring forms are filed appropriately by month and readily available as a backup resource.
• Ensure contracts, UBI forms, and other required event documentation are properly uploaded and saved to the O: Drive and Tripleseat.
• Distribute and communicate event changes, revisions, updates, and other pertinent information to the appropriate departments as soon as practical.
• Assist with the preparation and organization of event materials and documentation.
• Support the Activities and Banquets teams on projects and events as assigned by the Director of Catering.
• Manage the event deposit schedule by pulling a weekly report of upcoming deposits and assisting with member/client payment notifications.
• Manage the Club's event box process, including deliveries and shipping.
• Maintain an accurate record of all event boxes entering and leaving the Club.
• Notify Managers and Banquet Captains of incoming boxes and provide appropriate pickup or delivery instructions.
• Communicate directly with clients regarding boxes or materials that have not been picked up within the expected timeframe.
• Maintain an organized inventory of department office supplies and place orders as needed.
• Assist with maintaining an organized and efficient Private Events office and shared resources.
• Answer the Private Events sales line and collect preliminary information from members and prospective clients, including event date, type of event, guest count, and other pertinent details.
• Check date availability and, when appropriate, provide alternative dates or connect the caller with an available member of the Sales Team.
• Respond to and assist with routine member and client inquiries in a professional, friendly, and timely manner.
• Assist Private Events Sales Managers with client communications, event details, proposals, contracts, and other sales-related materials.
• Handle in-house event requests and process internal clients with the same level of organization and attention to detail as external events. (NOTE: Council and Committee events to be managed by the EA’s and Activities and Young Member Committees to be managed by Activities. Special Council Events to be managed by the DOC).
• Provide support for client site visits and tours when other members of the Sales Team are unavailable.
• Prepare anniversary notes and other appropriate follow-up communications for past wedding clients.
• Assist with other client and member communications as directed by the Director of Catering

Requirements

• The ideal candidate is highly organized, detail-oriented, personable, and eager to learn. You should enjoy working with people, have a strong interest in hospitality and events, and be comfortable managing multiple priorities while maintaining a high level of professionalism and attention to detail.