E11EVEN - Event Coordinator
Highgate Hotels•Miami, FL
•Onsite
About The Position
The Event Coordinator supports the Sales department at E11EVEN Club Hotel & Residences by coordinating and servicing group meetings and events from booking through execution. Working under the direction of the Director of Catering & Conference Services, this role serves as a key point of contact for clients, prepares event documentation, communicates details to hotel departments, and ensures every event is executed accurately and to the highest standards. The Event Coordinator also supports the sales team with inquiries, proposals, and outreach efforts.
Requirements
- One to two (1-2) years of experience in hotel or restaurant events, catering, or sales support.
- Strong attention to detail and organizational skills.
- Strong interpersonal and communication skills, with a customer-focused attitude.
- Problem-solving skills and the ability to remain calm during live events.
- Ability to work independently and as part of a team.
- Flexible schedule, including evenings, weekends, and holidays, based on event needs.
- Ability to obtain and/or maintain any government licenses, certificates, or permits.
Nice To Haves
- Bachelor’s degree in Hospitality Management , Business Administration, or a related field preferred.
- Familiarity with CRM or sales and catering software preferred.
Responsibilities
- Understand and respond to all client and guest needs and requests in a timely and professional manner.
- Act as liaison between the hotel and meeting planners to ensure successful events, including obtaining rooming lists, establishing billing, monitoring group room blocks, welcoming VIPs, coordinating amenity requests, handling on-site event logistics , and coordinating outside vendors.
- Prepare group resumes giving hotel departments an overview and schedule of each event, including the agenda, AV requirements, VIPs, billing arrangements, and amenity requests.
- Assist clients in planning food and beverage events, including menu and wine selection , decorations, entertainment, and audio visual.
- Create, distribute, and update accurate Banquet Event Orders (BEOs) that include detailed information on the agenda, menu items, room setup, and billing arrangements.
- Meet clients upon arrival and participate in pre-conference reviews, including the introduction of Department Heads, an overview of events, and guest arrival details.
- Ensure event spaces are properly set up and events run according to the BEO.
- Communicate last-minute changes in group functions to hotel staff and ensure accurate and satisfactory follow-up.
- Participate in post-conference reviews with clients, including the presentation of banquet checks when applicable.
- Review final bills for accuracy before they are sent to clients, compile any cancellation or attrition charges, and send thank you notes and meeting critiques; communicate feedback according to hotel guidelines.
- Enter and maintain accurate client information, bookings, and reports in the sales and catering system.
- Attend daily, weekly, and monthly meetings as directed.
- Respond to incoming event inquiries and qualify leads, routing them to the appropriate Sales or Catering Manager as needed.
- Assist in preparing proposals, contracts, and client correspondence for review by the Director of Catering & Conference Services.
- Assist with collecting deposits and payments according to contract terms.
- Support sales outreach efforts, including mailers, emails, local trade shows, and sales blitzes, and help maintain the Weekly Sales Outreach Tracker.
- Assist in building positive relationships with clients, the local community, and industry partners.
- Assist the Director of Catering & Conference Services with monthly group food and beverage revenue forecasts.
- Maintain company standards and perform other duties as assigned by management.
Benefits
- Medical insurance
- dental insurance
- vision insurance
- life insurance
- short-term and long-term disability insurance
- 401(k) Retirement Plan with employer matching contributions
- Paid holidays
- Paid vacation
- Paid sick leave
- Employee assistance program (EAP)
- Educational opportunities / Tuition reimbursement
- Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
