Private Events Coordinator

The Bay Club Company•Los Angeles, CA

38d•Onsite

About The Position

Under the direction of the General Manager and the Food and Beverage Director, the Special Events Coordinator is a key player in our Special Events team, tasked with orchestrating and executing special event sales. This role involves engaging with clients, planning event details, and demonstrating strong administrative capabilities. The position is a full-time, on-site role, reporting directly to the Special Events Manager. We are searching for a dynamic, experienced, and self-motivated individual to join our team. The ideal candidate will be passionate, creative, and dedicated to enhancing our member experience across the club. Our Culture Our unique culture is at the heart of all we do and is guided by our values and behaviors. It's what we expect of ourselves and each other every day. We call it our “Code of Culture”. Our Code of Culture includes Our Mantra, Our Actions We Live By, and Pete's Promise: Our Mantra: Respect The Past Accept Responsibility Pay it Forward Our Actions We Live By: Actions We Live By. It's who we are when we step into our full power. Keep It Real. Always. We need open and honest discussions. We need courage to speak up and to call things out that aren't good enough. And we navigate tough conversations with empathy and grace. Think Ahead. Be An Owner. Always be proactive, not reactive; be on the front foot. If we want to be an owner of this business, we must act like it! Stay Humble. Hustle Harder. Show up and do the hard work. Be a gritty, roll-up-your-sleeves kind of crew. Know it's never about one person-we are a part of a powerful team. One Team. One Voice. Be ONE united team. When we move in the same direction, there are no limits to what we can accomplish. Be Curious. Ask Why. Stay member curious. We seek to understand, and we never settle. We ask questions to truly understand the core of a matter. Pete's Promise: Service Forward Ruthlessly Consistent Do the Right Thing Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Requirements

Demonstrated professionalism and energy
Excellent organizational and time management skills
Proficiency in advanced computer skills and current event programs
Exceptional written and oral communication skills
1-2 years of experience in a high-pressure catering environment
State Food Handler Certification
Responsible Beverage Service (RBS) state certification
Sales and Marketing — Knowledge of principles and methods for showing, promoting, and selling services. This includes marketing strategy and tactics, and sales techniques.
Policies — Knowledge of company polices, federal, state and local laws, government regulations and agency rules that pertain to property managed.
Problem Anticipation/ Deductive Reasoning — Ability to tell when something is wrong or is likely to go wrong and then apply general rules to specific problems to produce answers that make sense. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems and considers the relative costs and benefits of potential actions to choose the most appropriate one.
Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.
Oral Comprehension and Expression —Ability to understand and communicate so others can understand ideas and information.
Computer - Ability to develop and maintain computer records in MS Office programs such as Word, Excel, Outlook and other software required by TBCC and regulatory agencies. Ability to utilize food & beverage software programs.

Nice To Haves

Prior experience in a Club setting is preferred

Responsibilities

Serve as the primary point of contact for members and clients throughout the event planning process.
Manage all phases of event coordination, including inquiries, proposals, contracts, menu selections, timelines, and floor plans.
Create and distribute detailed Banquet Event Orders (BEOs), ensuring all departments are fully briefed and aligned on expectations.
Conduct site visits, tastings, and pre-event meetings with clients as needed.
Oversee setup and execution of events, ensuring accuracy in décor, layout, staffing, and service flow.
Maintain accurate billing records, track deposits, and prepare post-event reconciliation.
Coordinate with the accounting team to ensure timely and accurate event invoicing.
Manage event calendars and assist in booking and scheduling to maximize revenue and space utilization.
Maintain professional relationships with vendors and ensure compliance with club policies for all outside service providers.
Ensure all events reflect the club's standards of hospitality, elegance, and attention to detail.
Schedule varies and may require weekend and holiday hours, days and evenings
Develop and maintain a Banquet Event Order (BEO) and planning process, ensuring meticulous attention to detail
Finalize event menu and confirm guest count two weeks prior to the event date
Gather, organize, and disseminate final event information
Attend weekly BEO meetings with the Operations team to discuss the upcoming events for the week
Provide support to clients during event set-up and the initial 2-3 hours of the event
Ensure compliance with company policies and procedures
Ensure the TBCC mission and club brand is upheld in all aspects of kitchen operations
Actively further corporate objectives and continuously support improvement and positive change, which may include participating on corporate designated committees to improve the company and business operations
Make professional development a consistent priority