F&B Outlets | Private Events Coordinator

Omni Hotels & Resorts•Louisville, KY

15h•Onsite

About The Position

The Food & Beverage Outlets Private Events Coordinator is responsible for generating, selling, planning, and coordinating private events, group dining, and catered functions within the hotel’s Food & Beverage outlets. This position serves as a primary point of contact for clients from initial inquiry through event completion, ensuring exceptional guest service, accurate event execution, adherence to property policies, and achievement of revenue and profitability objectives. The position will actively solicit new business within the local corporate, social, group dining, and catering markets while maximizing the use and revenue potential of the hotel’s Food & Beverage outlets. The Coordinator will work closely with Food & Beverage leadership, Culinary, Sales, Marketing, Convention Services, and other hotel departments to ensure all events are properly planned, communicated, and executed. This role requires a highly organized, service-oriented, and sales-minded professional who can effectively manage multiple events and priorities while maintaining strong attention to detail and delivering an exceptional guest experience.

Requirements

High School Diploma or equivalent required.
Minimum of two years of hotel, restaurant, catering, private dining, event sales, or hospitality experience preferred.
Previous experience in Food & Beverage sales, catering, private dining, or hotel operations strongly preferred.
Knowledge of hotel and restaurant operations, event planning, and private dining practices.
Demonstrated ability to identify sales opportunities and convert inquiries into confirmed business.
Highly developed customer service skills with exceptional attention to detail.
Strong organizational, time-management, problem-solving, and multitasking abilities.
Ability to work effectively under pressure and manage multiple events, deadlines, and client requests simultaneously.
Dynamic, enthusiastic, creative, and professional individual who thrives in a fast-paced hospitality environment.
Excellent verbal and written communication skills in English, with the ability to demonstrate warmth, professionalism, and empathy when interacting with guests and clients.
Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Must maintain a professional business appearance, attitude, and performance.
Must be available to work a flexible schedule, including evenings, weekends, holidays, and other periods of high business demand.
Must be able to stand and walk for extended periods and/or throughout an entire work shift.
Must be able to move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
Requires repetitive motion of arms and hands, including computer and telephone use.
Must be able to move throughout Food & Beverage outlets and event spaces to inspect setups and support event execution.
Must be able to communicate effectively with guests, clients, associates, and management in a busy hospitality environment.

Nice To Haves

College degree in Hospitality Management, Business, Marketing, or a related field preferred.
Experience with hotel and restaurant systems such as Opera, OpenTable, Delphi, Micros or similar platforms preferred.
STAR certification preferred/required, consistent with property standards.
May work in both indoor and outdoor environments depending upon event requirements.

Responsibilities

Actively solicit and develop new business within the local corporate, social, group dining, and catering markets.
Respond promptly and professionally to all private event, group dining, buyout, and catering inquiries.
Generate business for the hotel’s Food & Beverage outlets, including Pin + Proof, Bob’s, Library Bar, and Neighborhood Services, as applicable.
Work within established selling guidelines, pricing structures, food and beverage minimums, and outlet capacities to maximize revenue and minimize erosion of check averages.
Conduct outside sales calls and client visits to develop new business and strengthen existing relationships.
Partner with the hotel Sales and Marketing teams to identify and pursue new business opportunities.
Utilize effective selling and upselling techniques to maximize event revenue.
Maintain an active prospect database and consistently develop new accounts and opportunities.
Develop and maintain relationships with repeat clients to encourage future bookings and maximize customer retention.
Track and report private events and group dining sales, including booking pace, revenue, repeat business, and other applicable performance metrics.
Manage the event planning and detailing process from initial inquiry through completion of the event.
Consult with clients to determine event requirements, including menus, pricing, wine and beverage selections, room or outlet setup, audio-visual needs, entertainment, décor, billing arrangements, and other event specifications.
Work closely with the General Manager of Bob’s and Food & Beverage leadership to establish appropriate food and beverage minimums, pricing, availability, and selling strategies.
Communicate with clients throughout the planning process to confirm details, negotiate terms, obtain final guarantees, secure payment information, and ensure all expectations are clearly understood.
Prepare, negotiate, and execute contracts, agreements, and other required event documentation.
Coordinate private parties, group dining events, outlet buyouts, and other catered functions.
Ensure all event details, pricing, guarantees, billing information, and special requests are accurately documented and communicated.
Physically inspect and double-check event arrangements prior to and during functions to ensure the actual setup and execution meet client specifications.
Proactively identify and resolve potential issues before and during events to ensure guest satisfaction.
Handle all event and private dining inquiries in a timely and professional manner.
Prepare and distribute BEOs, booking notices, contracts, correspondence, agreements, and event changes accurately and within established deadlines.
Ensure all applicable private and group dining reservations are entered and maintained accurately in OpenTable and other designated hotel systems.
Maintain complete and organized client and account files, including contracts, correspondence, guarantees, post-event information, and other pertinent documentation.
Communicate all event arrangements, changes, and special requirements to Culinary, Food & Beverage Operations, Sales, Convention Services, Engineering, Security, and other responsible hotel departments.
Ensure last-minute changes and updated event information are communicated promptly to all appropriate departments.
Maintain accurate records of event sales, client activity, repeat business, and account history.
Develop and maintain an effective filing and tracking system to facilitate future bookings and repeat business.
Assist with department reports, training materials, administrative paperwork, and other operational needs as directed by management.
Answer forwarded telephone calls during business hours and ensure prompt and professional responses to guest inquiries.
Maintain strict confidentiality of guest, client, financial, and hotel information.
Perform other duties and responsibilities as assigned by management.
Maintain consistent and professional communication with clients before, during, and after events.
Conduct or participate in pre-event meetings as appropriate to review event details, special requests, VIP information, and operational requirements.
Ensure all departments receive accurate and timely information necessary to successfully execute each event.
Follow up after events to obtain client feedback, resolve outstanding concerns, and identify opportunities for future business.
Promote a culture of teamwork, accountability, urgency, and exceptional guest service.