Events Coordinator

Discovery Land Company•Austin, TX

8d•Onsite

About The Position

The Events Coordinator strives to provide exceptional experiences, communication and memories for Members and their guests, prior to, during, and after their event. The Events Coordinator is responsible for assisting in event production from planning and execution of Club and private member events, focused on both administrative and creative tasks.

Requirements

Two (2) years' experience within the Hospitality Industry or Events space.
Positive attitude, professional demeanor, and exceptional communication and interpersonal skills to deliver service to members, guests, and team members.
Must be able to work flexible work hours/schedule including evenings, weekends, and holidays.
Long hours may be required due to business demands.
Ability to work in a team environment.
Ability to stay calm and focused during the busiest of times.
Ability to read, write, speak, and understand English; additional languages preferred.
Ability to meet the physical demands of the position including, but not limited to, working indoors and outdoors in all weather conditions, standing, walking, and moving for periods of greater than eight (8) hours, and lifting and carrying items sometimes greater than fifty (50) pounds.

Nice To Haves

College Degree in Management, Marketing, Hospitality or similar field is preferred.
Previous experience in a luxury hospitality or private club environment is preferred.

Responsibilities

General support for Events Manager, inclusive of but not limited to: Responds to incoming private member event opportunities for the Club including private member events and Club events with the goal of growing private event business at the Club
Assists in creating Banquet Event Orders (BEOs) for events detailing staffing, menus, vendors, etc. from all related departments and assists in ensuring all BEOs are signed by a member prior to event.
Updates weekly Coordination Overview to be circulated at weekly coordination meetings, via Slack and shared with HR to update on Employee App to keep departmental managers and other team members aware of events, changes, expectations, through clear and frequent communication.
Designs, maintains, and prints menus for all events requiring dedicated menus.
Requests and quotes vendor pricing for Club and private events, including furniture, rentals, photographer, music, flowers, A/V, decorations, etc.
Supports Events Manager with communication with internal team members and external vendors.
Assists Events Manager with vision boards and proposals for private member events.
Supports set up and/or break down of events – first in, last out philosophy.
Assists Member Services as needed in the day-to-day operations of the Department, when there are not events scheduled.
Handles invoice tracking, coding, and confirms they are submitted to AP.
Manages Banquet storage along with all items used for Club events.
Create and maintains inventory counts, monthly, and on all Banquet supplies.
Tracks all Club events in Pacesetter Member app and in Weekly Newsletter in support of the Member Services team to ensure all information is correct.
Additional duties as requested.