Event Details & Rooms Coordinator

Hotel Covington • Covington, KY

6d • Onsite

About The Position

The Event Details & Rooms Coordinator is a full-time, in-office, 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 event information is accurate, organized, and clearly communicated to the teams responsible for delivery. The role is fast-paced and deadline-driven, and calls for strong organization, professionalism, accountability, and client service.

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 execution. The coordinator also assists clients with hotel room blocks and reservations at Hotel Covington, handles event-related administrative tasks, and represents the company at selected events and marketing initiatives.

The schedule is Tuesday through Saturday, 9 a.m. to 5 p.m. Estimated total annual compensation is $40,000 annual base salary plus commission, with estimated total compensation of $50,000–$55,000.

Requirements

• Bachelor’s degree in Hospitality, Event Management, Business, Communications, or a related field, or equivalent professional experience; a degree is preferred.
• Experience managing multiple clients, accounts, or projects simultaneously.
• Experience in sales, hospitality, events, or client service environments.
• Demonstrated ability to prioritize and meet deadlines in a fast-paced setting.
• Proficiency in Microsoft 365.
• Experience using event management software.
• Strong organization and attention to detail, including the ability to manage high volumes of clients, competing priorities, and deadlines.
• Exceptional written and verbal communication skills, with the ability to build trust and adapt to different client needs.
• Ability to navigate challenging client situations with professionalism, empathy, and sound judgment.
• Proactive problem-solving ability and the ability to anticipate needs.
• Collaborative approach to sharing accurate information with Operations, Culinary, and other departments.
• Personal accountability, responsiveness, and commitment to exceptional service standards.

Nice To Haves

• Experience with Caterease.
• Experience with Social Tables.

Responsibilities

• Manage event details for a portfolio of more than 400 events annually, maintaining accurate documentation and timely communication.
• 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 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 handle 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.

What This Job Offers

• Job Type: Full-time