Event Planning Coordinator

SOUTHALL FARM & INN•Franklin, TN

4d•Onsite

About The Position

Southall is a premier destination bringing nature, produce and people together in a powerful and unique way. The Event Planning Coordinator provides administrative and planning support to the Events department, helping ensure event information is accurate, organized, consistently documented, and clearly communicated across operational teams. This role supports the Director of Events and Event Planners throughout the planning process, with a focus on event orders and BEOs, departmental communication, documentation, and overall event readiness. The Event Planning Coordinator works collaboratively across departments to translate event plans into clear, actionable information for Banquets, Culinary, Setup, Front Office, Activities, and other operational teams involved in event execution. The ideal candidate is exceptionally organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced hospitality environment.

Requirements

Previous experience in events, hospitality, catering, administrative coordination, or a related field preferred
Strong organizational skills and exceptional attention to detail
Ability to manage multiple events, deadlines, and competing priorities simultaneously
Strong written and verbal communication skills
Ability to work collaboratively across departments and proactively follow up to obtain necessary information
Experience with event management, hotel, catering, CRM, or booking systems preferred
Strong proficiency with email, calendars, shared documents, spreadsheets, and virtual collaboration tools
Ability to maintain discretion when assisting with Director-level communications and departmental information
Ability to work independently while collaborating effectively with Event Planners, the Director of Events, and multiple operating departments
Availability to work a schedule aligned with the Events department's administrative needs, including flexibility during periods of significant event volume

Responsibilities

Provide administrative and planning support to the Director of Events and Event Planners throughout the event-planning process
Gather, organize, and document event details to support successful event execution
Track outstanding information, decisions, deadlines, and follow-up items for upcoming events
Identify missing information, scheduling conflicts, inconsistencies, and operational questions and communicate them to the appropriate team member for resolution
Maintain organized event files, timelines, planning documents, correspondence, and supporting materials
Assist with client communication and follow-up as directed by the Event Planning team
Coordinate information between Events and operational departments to ensure event details are clearly communicated and understood
Provide planning and administrative support for groups, meetings, weddings, social events, and other programs as assigned.
Create and update event orders and BEOs based on information provided by Event Planners and approved event details
Prepare and maintain documentation for banquet functions, meal periods, meeting room setups, receptions, breaks, special event setups, equipment, furniture, audio/visual requirements, dietary needs, transportation, guest movement, event timing, and other operational requirements
Ensure event orders are accurate, consistently formatted, and distributed according to established departmental timelines.
Make administrative updates to event orders and BEOs as approved event details change
Maintain consistent terminology, formatting, and operational language across event documentation
Assist with final event-order reviews to verify guest counts, times, locations, setups, menus, dietary requirements, AV needs, and other key operational details are aligned
Identify incomplete or conflicting information prior to the distribution of BEOs and revised event documentation.
Maintain clear documentation of approved revisions and communicate changes according to established departmental procedures
Incorporate weather contingencies and alternate locations into event documentation when applicable
Provide administrative and virtual-assistant support to the Director of Events
Organize and prioritize emails, requests, and follow-up items, escalating time-sensitive matters as appropriate
Draft routine communications and follow-up correspondence for Director approval when appropriate
Maintain task lists, deadlines, meeting follow-ups, and departmental priorities
Assist with scheduling meetings and coordinating follow-up items
Organize event documentation, templates, departmental resources, and standard operating procedures
Provide administrative support for departmental meetings, including agendas, notes, and follow-up documentation as requested
Maintain standardized Events department templates, checklists, timelines, processes, and communication standards
Monitor administrative deadlines associated with upcoming events and follow up on outstanding information
Assist the Director of Events with tracking departmental workflow and upcoming event volume
Provide administrative and planning support to Event Planners during periods of high event volume
Prepare event resumes, operational documents, diagrams, timelines, and other event-planning materials as assigned
Support consistent and current event information across Events, Banquets, Culinary, Setup, Front Office, Activities, and other operational departments
Assist with pre-event quality-control reviews and identify potential communication or documentation gaps
Identify opportunities to improve administrative processes, communication, and departmental workflow
Support onsite event preparation and execution when requested
Perform other duties, responsibilities, and special projects as assigned by the Director of Events or designated supervisor

Benefits

Competitive compensation package
Medical, dental, vision, short and long-term disability, company-provided life insurance
Generous paid time off accruals
9 paid holidays annually
Weekly pay
401k and company match
Education reimbursement
Best-in-class Employee Assistance Program
Free weekly outdoor activities and wellness classes
30% internal discounts
Fresh and free daily meal
Bountiful internal growth opportunities