Event Coordinator | Bell Harbor Conference Center

Columbia Hospitality•Seattle, WA

6d•Onsite

About The Position

As our Event Coordinator, you will be the bridge between the Sales & Events department and Operations Department. You will support the Sales & Event Managers with administrative, contract, and financial tasks, and serve as the primary onsite contact for clients during events, ensuring seamless communication between guests and operations teams while delivering a high-quality and successful event experience.

Requirements

Previous experience in customer service, hospitality, or event roles preferred.
The ability to read, write, and speak English fluently is required.
Strong written and verbal communication skills, including: The ability to write, proofread and edit reports, business correspondence, and sales contracts.
Effectively present information and respond to questions from team members, managers, clients, guests and general inquiries.
Ability to carry out instructions provided in written and oral format.
Ability to add, subtract, multiply and divide in all applicable units of measure, using whole numbers, fractions, percentages, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to compute discounts, commissions, proportions, and percentages.
Strong computer literacy in Microsoft Office, especially Outlook, Word, Excel and PowerPoint.
Detail oriented with strong multi-tasking and organizational skills.
Ability to solve problems and make decisions in routine and fast-paced, live-event situations.
Strong personal skills, including time management, planning and organizing, and delivery of results.
Positive can-do attitude and the ability to adapt to a variety of situations.
Must adhere to Columbia Hospitality Policies and Procedures.

Responsibilities

Assists the Sales & Event Managers with day-to-day sales and event planning needs.
Performs administrative functions, organizing calendars and department meetings, reading/routing incoming mail, drafting routine correspondence; designs and maintains organization systems.
Answers all sales and event related telephone calls professionally and courteously within three rings, takes clear/concise messages, provides information, and/or directs calls to the appropriate team member.
Manages all inbound RFP’s, assigning them to the appropriate sales contact, and lead reporting.
Assists with preparing event orders, floorplans, estimates, e-proposals, sales agreements, and other sales & events related external documents.
Responsible for the definite agreement process, including turnover from sales to events.
Prepares/distributes event reports, including the group resume and EO packet.
Handles deposits, maintains accurate record of receipt, records in appropriate platforms, and ensures delivery to accounts receivable.
Processes sales department invoices and expenses: maintains digital files, hands off to accounting, organizes and tracks as needed.
Serves as the primary onsite contact for clients during events, welcoming clients in a warm, professional manner.
Assists the Director of Operations and Onsite Event Supervisor with operational duties and event-related tasks as assigned.
Ensures all event spaces are set according to client specifications and operational standards.
Maintains event timelines and proactively manages the flow of programming to ensure seamless execution.
Serves as a proactive problem solver while managing event transitions, operational changes, and multiple clients simultaneously.
Prepares and verifies the accuracy and placement of all event signage, directional indicators, and facility communication.
Manages and fulfills all onsite client requests while communicating necessary updates to operational teams.
Maintains accurate and current knowledge of all events taking place within the facility, including future programming and logistics.
Builds strong client relationships by understanding and anticipating personal preferences and expectations.
Monitors facility access to ensure only authorized guests, vendors, and attendees enter event spaces.
Upholds all building safety, security, and emergency procedures at all times.
Accurately documents shift activity, event details, and operational notes to ensure continuity between teams.
Develops and maintains favorable working relationships and open communication with all departments.
Communicates key event updates, operational changes, and important information to team members and leadership in a timely manner.
Responds promptly and professionally to all internal and external client inquiries and requests, replying to all emails within 24 hours.
Maintains clean, organized, and professional office and workspace environments.
Assists with special projects and completes ad hoc assignments as needed.

Benefits

Hourly Pay Range: $26 to $28 DOE
Paid Time Off (Because Balance Matters)
401K Match (Free Money)
Values Based Culture (#OMGLIFE)
Benefits - Medical, Dental, Vision, Disability Coverage
Company Contributed HSA/FSA Plan
Discounted Lodging, Dining, Spa, Golf, and Retail (Yes, Discounted Travel!)
Third Party Perks (Movie Tickets, Attractions, Other)
Company Sponsored Life Insurance Policies
Employee Assistance Program
Team Member Outings
Diverse Work Group
“Columbia Cares” Volunteer Opportunities
Committee Participation Opportunities (Fun, Philanthropic, Diversity/Equity/Inclusion)
Ability to Climb the Ladder
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