F+B-Private Events Coordinator
About The Position
Trump International Hotel & Tower Chicago is seeking a motivated, outgoing hospitality professional to coordinate and detail private dining events across Terrace 16, Rebar Chicago, and in-room dining. The role provides administrative support to the Director of Private Events and works closely with the hotel’s Food & Beverage, Culinary, and operational teams. It manages event logistics from initial inquiry through execution, supports client communication and guest service, and helps ensure events meet client requirements and hotel brand standards. The coordinator manages leads and event details in Tripleseat, maintains calendars and client records, prepares proposals, banquet event orders, floor plans, and event materials, and coordinates event arrangements with hotel departments and outside vendors. The role also supports deposits and payments, site visits, internal and special events, and on-site event management when assigned. A flexible schedule is required, including availability for some evenings, holidays, weekends, and times when client accounts are in-house.
Requirements
- At least one year of experience in private dining sales coordination or a similar hospitality-focused role.
- Strong written and verbal English communication skills, with the ability to demonstrate warmth, professionalism, and empathy.
- Strong organizational and communication skills, attention to detail, and the ability to prioritize effectively in a fast-paced environment.
- Ability to work effectively as part of a team.
- Ability to work a flexible schedule across varied days and shifts, including early mornings, late nights, and weekends as needed.
- Ability to be present for selected events, including evenings, special holidays, and weekends.
- Ability to stand for up to eight hours and lift up to 40 pounds as needed.
- Proficiency in event management software and related tools.
Nice To Haves
- Four-year college degree.
- Prior experience in a luxury hotel or fine dining environment.
- Experience in restaurant sales and event coordination in a high-end or luxury setting.
- Prior restaurant sales experience in a high-end or luxury hotel.
- Experience with Tripleseat, Social Tables, Delphi, OpenTable, Canva, or Excel.
- Luxury hotel and restaurant experience.
Responsibilities
- Coordinate and detail private dining events across Terrace 16, Rebar Chicago, and in-room dining.
- Provide administrative support to the Director of Private Events and collaborate with operational teams to ensure seamless event execution.
- Manage Tripleseat leads, create and detail events and documents, update deposits, and maintain client contacts and accounts.
- Respond to Tripleseat inquiries and voicemail requests, check availability, and qualify leads.
- Maintain and update the event calendar, including prospects, tentative proposals, and definite bookings.
- Develop specialty event materials such as custom menus, table tents, signage, place cards, and amenity cards in accordance with brand standards.
- Communicate function arrangements to the responsible hotel departments and serve as a liaison to Sales and Marketing, Group Sales, and Catering Sales.
- Work with Accounting to collect client deposits and final payments, make adjustments, and send receipts.
- Create posting masters in Opera Cloud and maintain resume notes and client details.
- Conduct site visits and support event planning meetings, special events, site inspections, and off-site catering as needed.
- Oversee and manage events on site when assigned by the Director of Private Events.
- Follow up with clients in a timely manner, including sending thank-you messages and conducting outreach for repeat business.
- Arrange and coordinate certificates of insurance from third-party vendors contracted for private dining events.
- Coordinate internal events hosted in Food & Beverage outlets under the Director of Private Events’ supervision.
- Prepare and present weekly BEOs and floor plans for hotel restaurant outlets, update shared drives, and print copies as needed.
- Remain available when client accounts are in-house.
- Work with the Director of Private Events and Sales department on special events and holiday programs.
- Be present for selected events, including evenings, special holidays, and weekends.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
