Events Coordinator
About The Position
The Events Coordinator plays an integral role in supporting Hamlin House's private events, corporate gatherings, member celebrations, and social experiences. Working closely with the Events Manager and cross functional teams, this person helps coordinate every stage of the event process, ensuring each event is executed with exceptional attention to detail and hospitality. This is an ideal opportunity for someone who enjoys organization, relationship building, and creating memorable guest experiences while developing a career in hospitality and events. You'll assist with event logistics, coordinate vendors, prepare event documentation, communicate with clients and internal departments, and help ensure every event reflects the elevated hospitality Hamlin House is known for. We're looking for someone who thrives in a fast moving environment, enjoys staying organized, anticipates needs before they arise, and takes pride in helping create experiences people talk about long after they've left.
Requirements
- 1 to 3 years of experience in hospitality, events, catering, hotels, restaurants, country clubs, private clubs, or guest services.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to multitask while maintaining attention to detail.
- Comfortable working evenings, weekends, and holidays based on event schedules.
- Ability to interact professionally with members, guests, vendors, and internal teams.
- Proficiency with Microsoft Office
- Resourceful self-starter who enjoys figuring things out in a fast-paced, entrepreneurial environment.
Nice To Haves
- Experience assisting with events or coordinating multiple projects preferred.
- experience with event management software is a plus.
Responsibilities
- Serve as a point of contact for private, corporate, and member event inquiries alongside the Events Manager.
- Support the event booking process by preparing proposals, gathering event details and client requirements, and assisting with contracts and payment schedules.
- Support consistent client communication from the initial inquiry through event completion.
- Assist with club tours and event planning meetings.
- Identify opportunities to enhance the guest experience through food and beverage offerings, space upgrades, food and beverage enhancements, and personalized touches and personalized touches.
- Coordinate event timelines, vendors, rentals, floorplans, room setups, décor, audiovisual needs, and event logistics.
- Prepare detailed event documentation for Food & Beverage, Front of House, Concierge, Culinary, and Operations teams.
- Assist with onsite event setup, execution, and breakdown.
- Help ensure events run smoothly while providing exceptional service to clients and members.
- Partner with Membership, Culinary, Marketing, Concierge, and Operations teams to create seamless guest experiences.
- Balance multiple events and priorities while maintaining exceptional organization and attention to detail.
- Track event calendars, contracts, invoices, timelines, and event documentation.
- Assist with post event reporting, client feedback, and continuous improvements.
- Represent Hamlin House with professionalism and hospitality during every interaction.
- Bring fresh ideas for member programming and social experiences.
- Stay current on hospitality and event trends.
- Continuously identify ways to improve event processes and guest experiences.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
