Event Coordinator - Blackberry Farm

Blackberry Farm•Walland, TN

5d•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 events hosted by Blackberry Farm that leisure guests can book, such as food and wine events, enrichment events, holidays, and concerts. Groups are guests gathering at Blackberry Farm for a contracted private event, such as a corporate retreat, family reunion, wedding, or leisure group. The role manages program logistics from planning through execution and billing, serves as a primary contact for guests, vendors, group planners, and internal department heads, and communicates requirements to operational staff. The Event Coordinator also supports Event Managers on larger programs and works with Marketing and Reservations to promote bookings and achieve revenue goals. Work may include weekends, holidays, and nights as needed to support onsite programs.

Requirements

Hospitality industry experience is required.
Proficiency in Microsoft Windows, Word, Excel, PowerPoint, and Outlook.
Excellent verbal and written communication skills, including the ability to communicate effectively with guests, managers, and team members.
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 sit for long periods and work extensively on a computer and phone while multitasking.
Ability to safely operate a company vehicle or golf cart.

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/or groups, typically small to medium in size.
Support Event Managers for larger programs.
Work weekends, holidays, and nights throughout the year as necessary to assist with onsite programs.
Manage program logistics through planning, 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 necessary details for internal event personalities.
Create resumes, rooming lists, transportation manifests, and activity lists.
Communicate program requirements and logistics to operational staff.
Create and send final group invoices and provide supporting documentation for disputed items.
Execute internal events within budget guidelines.
Work with Marketing and Reservations teams to drive bookings for internal events.
Craft memorable group experiences while working toward revenue goals.
Create and maintain reports tracking profitability, expenses, and revenue for groups and internal events.
Comply with company policies and procedures and maintain regular, consistent attendance.
Interact effectively with guests, Team Members, and managers.