Catering Event Coordinator

TSG Developments Investments Inc.•Hallandale Beach, FL

3h•$0 - $22•Onsite

About The Position

The Event Coordinator serves as the primary liaison between Sales, clients, and Operations after an event is contracted, coordinating all event details and logistics from post-sale planning through day-of setup and ensuring a seamless handoff to the Banquet Manager for successful event execution.

Requirements

Excellent written and verbal communication skills.
Strong organizational and time-management abilities.
Exceptional attention to detail and follow-through.
Ability to manage multiple events, clients, and deadlines simultaneously.
Strong interpersonal skills and ability to develop professional relationships with clients and vendors.
Ability to read, create, and understand event floor plans.
Strong problem-solving skills and ability to adapt to last-minute changes.
Ability to work collaboratively with Sales, Banquets, Food & Beverage, Culinary, AV, Security, Housekeeping, Engineering, and other operational departments.
Professional demeanor and ability to remain calm and solution-oriented in a fast-paced event environment.
Proficiency in Microsoft Outlook, Word, Excel, and other applicable event-management software.
Flexible availability based on event schedules, including evenings, weekends, holidays, and major race days.
The role requires flexibility to work evenings, weekends, holidays, and major race days based on event schedule and business needs.
The Event Coordinator must be comfortable working in a fast-paced hospitality and event environment that may include crowds, varying noise levels, changing weather conditions, and multiple events occurring simultaneously.
Requires a Slot Professional License.

Nice To Haves

Previous experience in hospitality, catering, events, banquets, Food & Beverage, or a related environment preferred.
Working knowledge of BEOs, event timelines, Run of Show documents, and banquet operations preferred.

Responsibilities

Receive contracted events from the Sales team and initiate post-sale communication with the client.
Serve as the client's primary planning contact leading up to the event.
Gather, organize, and confirm all event details, including guest counts, timelines, room setup, food and beverage selections, bar requirements, AV needs, décor, entertainment, vendors, signage, and special requests.
Confirm event timelines and Run of Show details with the client and appropriate internal departments.
Conduct venue walkthroughs with clients and vendors to confirm setup requirements and event logistics.
Maintain consistent and professional communication with clients throughout the planning process.
Support Sales Managers on events requiring additional or more complex planning.
Communicate significant changes, additional requests, or items affecting the contracted scope to the appropriate Sales Manager.
Review event spaces prior to client arrival to confirm that setup is consistent with the finalized BEO, floor plan, and client expectations.
Confirm key event elements including room setup, tables and chairs, table numbers, signage, menus, food and beverage areas, AV requirements, and other contracted details.
Greet clients upon arrival and serve as their initial point of contact.
Address last-minute requests or concerns and coordinate solutions with the appropriate department.
Introduce the client to the Banquet Manager and provide a clear handoff of event responsibilities once the event is ready to begin.
Ensure the Banquet Manager is aware of any important client preferences, special requests, timeline considerations, or outstanding items.
Assist the Banquet Manager with event coordination and execution as needed to ensure smooth and successful event operations.
Remain available during the transition period to ensure the event begins according to plan.
Assist the Food & Beverage team with planning, preparation, coordination, and execution of major race days and special events.
Provide operational support for signature race days including Pegasus World Cup, Holy Bull, Fountain of Youth, Florida Derby, and other major events as assigned.
Assist with event-related logistics, signage, floor plans, vendor coordination, guest-facing materials, and other operational needs for large-scale events.
Work collaboratively with Hospitality and Food & Beverage leadership to support high-volume operations and ensure event readiness.