Event Details & Rooms Coordinator
About The Position
The Event Details & Rooms Coordinator is a high-volume, client-facing role responsible for planning and coordinating the details and logistics of more than 400 events annually. The coordinator serves as the primary client contact from booking through event execution, ensuring information is accurate, organized, and clearly communicated to the teams responsible for delivery. The role calls for exceptional organization, professionalism, personal accountability, strong client relationships, and reliable follow-through in a fast-paced, deadline-driven environment. This is not a traditional event-planning position focused on design and day-of coordination. It emphasizes managing multiple clients, competing deadlines, and detailed responsibilities while collaborating with Operations, Culinary, and other departments to support successful events and exceptional service.
Requirements
- Bachelor's degree in Hospitality, Event Management, Business, Communications, or a related field preferred, or equivalent professional experience.
- Experience managing multiple clients, accounts, or projects simultaneously.
- Experience in sales, hospitality, events, or client service environments.
- Proven ability to prioritize and meet deadlines in a fast-paced setting.
- Proficiency in Microsoft 365.
- Experience using event management software.
Nice To Haves
- Experience with Caterease and Social Tables.
- Bachelor's degree in Hospitality, Event Management, Business, Communications, or a related field.
Responsibilities
- Manage event details for a portfolio of more than 400 events annually, ensuring accurate documentation, timely communication, and successful execution.
- Serve as the primary point of contact for clients from booking through event execution.
- Lead client meetings to finalize timelines, floor plans, food and beverage selections, and event logistics.
- Prepare, maintain, and distribute accurate Banquet Event Orders (BEOs), floor plans, timelines, and client records.
- Prepare for and participate in weekly BEO meetings with Operations and Culinary to review upcoming events, confirm details, and address outstanding needs.
- Communicate event details clearly and transition them to the Operations team on schedule.
- Coordinate with vendors and oversee client-provided décor and external services.
- Assist clients with securing and managing hotel room blocks at Hotel Covington.
- Manage individual and group reservations and prepare detailed group resumes.
- Collect payments and manage event-related administrative responsibilities.
- Coordinate and execute monthly Taste & Toast events and private tastings.
- Represent the company at networking events, trade shows, and marketing initiatives.
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What This Job Offers
Job Type
Full-time
