Event Coordinator

Evergreen Events•McMinnville, OR

About The Position

Evergreen Events is looking for a part time Event Coordinator who will support the Event Team operations. The Event Coordinator will support banquet services including weddings, galas, and special events across the 300-acre campus. This position is responsible for touring prospective clients, handling administrative tasks and responding to email and phone inquiries.

Requirements

Bachelor’s Degree or related discipline.
Microsoft Office
2 years of event coordination experience preferred.
Ability to lift and carry up to 50lbs
OLCC Alcohol Service Permit and Oregon Food Handlers Card required.

Nice To Haves

Knowledge or experience with catering software such as CaterEase, Toast TripleSeat or Curate preferred.

Responsibilities

Supports banquet service for weddings, galas, and special events across the Evergreen Events campus, ensuring setups, timing, and service meet established standards.
Assists the Event Operations Manager with daily administrative tasks related to each scheduled event and documents for consistency and accuracy.
Coordinates with rentals, seating charts, menu selections, guest counts, and adheres to timelines and event details.
Assist the Event Management operations with event planning update.
Collects menu selections, guest counts, and event details and documents for accuracy
Coordinates rentals, seating charts, and timelines
Communicates with vendors for assigned events
Prepares event packets and internal documents
Provides onsite coverage for select events or schedule overlaps
Covers time off for other Event team staff and adds additional support during high-volume weeks, and seasonal surges
Maintains organized digital event files
Host overflow or secondary weekend tours
Support open house events
Assist with lead follow-up documentation
Reviews any operational risk and shares with Event team so it can be identified and addressed timely.
Assisting staff with event setup and breakdown as needed
Communicates with Executive Chef weekly regarding upcoming events, menu needs, and special orders
Communicates with other departments regarding staffing needs and business impacts with shared events
Ordering and picking up catering items including wine, beer, spirits, and specialty food items as needed.
Communicate and schedule services, deliveries, and pickups with vendors, such as linens, janitorial, and event rentals.
Analyze, track, and report on event ROI based on predetermined pipeline, revenue, email marketing, project management, and similar systems.
Provide logistics support for events. Tasks include scheduling, vendor management, AV services, catering, editing, organizing, and storing content related to events
Continuously focus on improving customer satisfaction to create customer loyalty and deliver a positive event experience.
Organizes required catering services and room and communication equipment setup.
Determines appropriate responses to problems and emergencies.
Displays high standards, fostering trust and cooperation among fellow team members and guests.
Has the ability to provide genuine hospitality to consistently exceed total guest satisfaction.
Possesses a positive demeanor, welcomes change, enjoys working as part of the team and has a desire to serve our internal and external guests.
Creative innovator who is able to contribute new ideas and solutions.
Possess excellent communication skills (both written and verbal), organized, efficient, detail oriented and able to effectively manage multiple events at one time.
Highly organized and proficient at managing multiple projects at a time
Maintains punctual, regular, and predictable attendance.
Ability to work a flexible schedule to include weekends, evenings and holidays.
Works collaboratively in a team environment with a spirit of cooperation.
Respectfully takes direction from Supervisor.
Other duties as assigned.