Hospitality Events Logistics Coordinator

Leroy Springs & Company INC•Fort Mill, SC

2h•Onsite

About The Position

The Hospitality Events Logistics Coordinator is responsible for planning, coordinating, and communicating all logistical and operational details necessary after sales and booking for the successful execution of events at Greenway venues. Serving as the primary point of contact for clients throughout the planning process, this role ensures each client's vision is translated into detailed event plans while coordinating with internal departments and external vendors to deliver exceptional event experiences. Reporting to the Hospitality Operations Manager, the Events Logistics Coordinator serves as the central communication link between clients, sales, culinary, front-of-house, maintenance, and vendor partners, ensuring all teams are informed, aligned, and prepared for seamless event execution. This position requires exceptional customer service, outstanding organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced hospitality environment.

Requirements

Minimum 3 years of experience in event coordination, hospitality operations, or venue management.
Strong client-facing and customer service experience required.
Exceptional attention to detail and organizational skills.
Proven ability to manage multiple events and deadlines simultaneously.
Strong written and verbal communication skills.
Current CPR, First Aid, AED certifications; We will provide training for certifications.
Valid Driver’s License with a safe driving history.

Nice To Haves

Experience creating or managing BEOs and event documentation preferred.
Familiarity with floor plan software or event management systems preferred.
Ability to remain calm, professional, and solution-oriented in a fast-paced environment.

Responsibilities

Serve as the primary operational point of contact for clients after booking through event execution.
Collaborate with clients to gather, confirm, and document all event details, preferences, and logistical needs.
Manage and maintain accurate Banquet Event Orders (BEOs) for all events.
Review and confirm all event details with clients in a timely and professional manner.
Guide clients through the planning process, ensuring clarity on timelines, venue capabilities, and operational requirements.
Create, update, and finalize detailed floor plans based on client specifications and venue capabilities.
Ensure all layouts comply with safety regulations, capacity limits, and operational flow requirements.
Communicate finalized floor plans to Front of House, Maintenance, and Operations teams for execution.
Adjust layouts as needed based on client revisions or operational constraints.
Coordinate and schedule client tastings in collaboration with the culinary team.
Organize and/or lead final venue walkthroughs with clients prior to events.
Document all final decisions, changes, and approvals during tastings and walkthroughs.
Ensure all updates are accurately reflected in BEOs and communicated to relevant departments.
Provide a professional, welcoming, and service-oriented client experience during all meetings.
Ensure guest requests are handled efficiently.
Coordinate all event logistics including tables, chairs, linens, décor, AV equipment, catering equipment, and rentals in collaboration with Front of House and Maintenance teams.
Communicate delivery schedules and logistics for all third-party vendors.
Ensure all event setups align with approved floor plans and BEOs.
Confirm operational readiness prior to guest arrival through coordination with internal departments.
Serve as the primary operational liaison for all external vendors.
Communicate delivery times, access instructions, and venue requirements.
Ensure vendors comply with venue policies and operational procedures.
Coordinate load-in and load-out schedules to ensure efficiency, safety, and minimal disruption to operations.
Clearly communicate all event details, BEOs, and floor plans to internal departments.
Participate in pre-event operational meetings to review final details.
Coordinate with Front of House Manager and Hospitality Operations Manager to ensure staffing and service alignment.
Coordinate with Culinary team on menu selections and preferences for event as needed.
Maintain accurate and up-to-date event calendars and production schedules.
Ensure all departments are aligned on timelines, expectations, and responsibilities.
Conduct pre-event walkthroughs with internal teams to confirm readiness.
In collaboration with the Hospitality Front of House Manager, troubleshoot logistical issues before and during events as needed, and prioritize event debriefs to understand areas of opportunities.
Ensure timely breakdown and reset of event spaces in coordination with Maintenance and Front of House teams.
Maintain complete and accurate event files, including BEOs, floor plans, and client communications.
Prepare detailed production schedules for each event.
Assist with ordering event supplies and rentals in coordination with Operations and Front of House leadership.