Event Coordinator - Blackberry Farm

Blackberry Farm•Walland, TN

6d•Onsite

About The Position

The Event Coordinator ensures small to medium internal events and group functions are executed flawlessly, with guest satisfaction as the top priority. Internal events include activities Blackberry Farm offers to leisure guests, such as food and wine events, enrichment events, holidays, and concerts. Groups are guests attending contracted private events, such as corporate retreats, family reunions, weddings, and leisure group gatherings. The coordinator manages program logistics from planning through execution and billing, serves as a key contact for guests, vendors, planners, and internal departments, and supports Event Managers on larger programs. The role requires hospitality industry experience, strong organization and communication skills, sound business judgment, and the ability to manage multiple projects. Regular and consistent attendance is required, along with compliance with company policies and procedures and effective collaboration with team members, managers, and guests.

Requirements

Hospitality industry experience is required.
Excellent verbal and written communication skills, including the ability to communicate effectively with guests, managers, and team members.
Proficiency in Microsoft Windows, Word, Excel, PowerPoint, and Outlook.
Knowledge of basic accounting principles for reporting, statistics, and budgets.
Ability to make sound business decisions regarding sales and customer requests.
Ability to complete tasks in a timely manner and manage multiple projects.
Ability to safely operate a company vehicle or golf cart.
Ability to sit for long periods and work extensively on a computer and phone while multitasking.
Ability to perform some physical work involving movement of event décor and furniture.
Ability to work outside in all weather conditions when asked.

Nice To Haves

College degree or equivalent experience in event coordination preferred.
Experience with Opera, Active Networks, and Open Table preferred.

Responsibilities

Manage internal events and groups, typically small to medium in size.
Support Event Managers with larger programs.
Work weekends, holidays, and nights as necessary to assist with onsite programs.
Manage program logistics from planning through execution and billing, including room blocks, activities, meals, meetings, special needs, reservations, billing, and post-event reporting.
Serve as a primary contact for guest personalities, vendors, group planners, and internal department heads during planning and onsite execution.
Arrange travel, logistics, and other details for internal event personalities.
Create resumes, rooming lists, transportation manifests, and activity lists.
Communicate program requirements and logistics to operational staff.
Prepare and send final group invoices and provide supporting documentation for disputed items.
Execute internal events within budget guidelines.
Work with Marketing and Reservations to drive bookings for internal events.
Develop group experiences that create memorable programs and support revenue goals.
Create and maintain reports tracking group and internal-event profitability, expenses, and revenue.
Comply with company policies and procedures, maintain regular attendance, and work effectively with team members, managers, and guests.