Event Details & Rooms Coordinator
About The Position
The Event Details & Rooms Coordinator plays a critical role in delivering exceptional event experiences through detailed planning, clear communication, and strong cross-functional collaboration. This is a high-volume, client-facing role responsible for managing and executing event logistics for 400+ events annually. You will serve as the primary point of contact for clients, guiding them through the planning process while ensuring every detail is accurate, well-organized, and executed successfully. This is not an entry-level or purely creative role. This role is highly rewarding but also fast-paced, deadline-driven, and detail-intensive. It requires someone who thrives in a structured environment, communicates effectively under pressure, and takes ownership of both client experience and internal execution.
Requirements
- College degree from an accredited university (major in Sales, Marketing, Hospitality, Event Planning, or a related field is preferred)
- 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 with Caterease, Social Tables, and Microsoft 365
Responsibilities
- Own and manage event details for up to 400 events annually, ensuring accuracy and timely completion
- Serve as the primary point of contact for clients from booking through event execution
- Lead client meetings to finalize timelines, floor plans, food & beverage selections, and logistics
- Own the accuracy and organization of all client records and event documentation
- Prepare for and actively participate in weekly BEO meetings with Operations and Culinary teams
- Ensure all event details are clearly communicated and transitioned 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
- Collaborate across all departments to ensure seamless event execution
- Collect payments, manage administrative responsibilities, and maintain client records
- 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
Career Level
Mid Level
