Event Coordinator

St. Clair Country Club•Upper St. Clair, PA

About The Position

The Event Coordinator promotes the Club’s dining facilities for private banquets, business and social meetings, and other member-related activities. This role plans, coordinates, and executes events hosted at the country club, including administrative and operational responsibilities. The coordinator works closely with members, vendors, and staff across multiple departments to ensure seamless operations and events that exceed expectations and meet the Club’s standards. The position supports event marketing and sales, collaborates with clients to develop event plans, coordinates logistics and vendors, and oversees event setup and execution. It also contributes to budgeting, billing, contracts, compliance, and ongoing improvements to banquet and catering operations. The Event Coordinator reports to the Assistant General Manager.

Requirements

At least 3 years of event planning or coordination experience.
Strong knowledge of food and beverage operations.
Proven ability to plan, organize, and execute special events.
Knowledge of event software and tools, such as JONAS and Social Tables.
Proficiency in Microsoft Office Suite, including Excel and Word.
Excellent member/customer service skills.
Excellent organizational and time-management skills.
Strong interpersonal, verbal, and written communication skills.
Strong attention to detail and commitment to excellent standards.
Ability to think creatively and take initiative.
Excellent problem-solving skills and a solution-oriented mindset.
Flexibility to work evenings, weekends, and holidays as required by event schedules.
Ability to stand and walk for up to 8 hours and regularly lift up to 30 pounds.

Nice To Haves

Bachelor’s degree in Hospitality, Event Management, or a related field preferred.
Event planning or coordination experience in a country club, hotel, or similar high-end hospitality setting preferred.

Responsibilities

Assist with promoting and marketing the Club’s social events.
Work with members and clients to understand their event vision, needs, and preferences.
Coordinate event logistics, including scheduling, vendor management, catering, room layouts, and audiovisual setup for banquets, luncheons, meetings, weddings, dances, and other social, Club-related, and golf events.
Develop detailed catered-event plans with the Food & Beverage Director, Executive Chef, Banquet Chef, and Housekeeping Manager.
Prepare diagrams for buffet tables, guest tables, and other function-room setups.
Give guest tours and suggest ways to use the Club’s facilities for planned events.
Coordinate event details with production, serving, and housekeeping staff; arrange menus, decorations, entertainment, and other special requests.
Inspect completed arrangements and oversee event execution to ensure events run smoothly and promptly.
Provide a high level of hospitality service and address member and guest complaints thoroughly and promptly.
Ensure Club policies, procedures, and safety standards are followed and obtain required permits for special events and functions.
Assist with ongoing sales efforts for group and local function business.
Work with the Chef and Food & Beverage Director to determine selling prices, menus, and other catered-event details, and oversee contract development.
Assist with the marketing plan and annual budget for banquet operations; monitor performance against budgets and recommend corrective actions as needed.
Ensure event charges are billed correctly and forwarded to the accounting department.
Attend staff and management meetings to review policies, procedures, upcoming business, and ways to develop banquet and catering quality and image.
Conduct after-event evaluations to improve banquet-function quality and efficiency.
Track new food-service and catering products and trends relevant to the Club.
Assume the Manager on Duty or Closing Manager role when necessary.
Perform other tasks as assigned.