Special Event Coordinator

LMLC OPERATIONS LLC•Big Sky, MT

2d•Onsite

About The Position

Yellowstone Club is paradise in Montana. A private residential community in Big Sky, Montana, Yellowstone Club offers its members the world’s only private ski and golf community. With fabulous skiing and snowboarding and the most gorgeous spring and summer weather to enjoy the 18-hole golf course, rivers, hiking, biking, and more, our Members love being a part of this exceptional community. Our employees make the Yellowstone Club experience come alive. If you would love being a part of the Montana charm and providing the highest level of guest service, ensuring no detail is too small to overlook, and being a part of creating experiences, then Yellowstone Club is looking for you. Yellowstone Club’s Food & Beverage department is currently seeking candidates for a Special Event Coordinator. This is a full-time year-round position located in Big Sky, Montana. Purpose: The purpose of the Event Coordinator position is to support and assist the Special Event Managers in all aspects of planning, organization, and execution of events at Yellowstone Club. This entry-level role focuses on task-based support, coordination, and administrative duties essential to the success of the Special Events Team.

Requirements

Bachelor’s degree
Previous work experience as an Event Coordinator or Event Planner
Excellent communication skills, including writing, proof reading skills, and speaking
Excellent organization skills and experience with project management
Excellent interpersonal skills both in person and by phone, with high professionalism
Ability to accomplish projects with little supervision
Excellent organization skills and experience with project management
Valid State Driver’s License
Strong Sales Force, Zac VM, Triple Seat, Avery, Microsoft Office skills including Word, Excel, PowerPoint, and Outlook to assist with events when needed
Proficient use of the Web to conduct research, procurement and suggest event ideas

Responsibilities

Provide administrative and operational support to the Special Events Director, Special Event Managers and Event Administrator.
Ensure timely completion of task lists provided by managers for each event.
If needed, Serve as a communication bridge between Special Event Managers and other departments when applicable.
Maintain and update the weekly Special Events staff schedule, ensuring it is finalized and distributed by 5:00 PM every Wednesday and submitted to the Director.
Actively participate in the day-to-day operations to include the cleanliness of Special Event Storage areas along with the Barn Manager, maintaining a strong attention to detail and a service-oriented attitude.
Daily log-in to Salesforce and VMs.
Inputting VM details into Salesforce.
Collect and add new VM inquiries into the event calendar and TripleSeat as "prospects" and add to the Special Events sheet as placeholders when applicable.
Create and maintain accurate buffet F&B labels for events.
Conduct linen inventory regularly and report needs to managers.
Maintain updated guest counts and seating charts when required.
Setting up and managing coat check for various events in the barn
Provide on-site support during event set-up and breakdown.
Meet with CDCs to ensure that printed materials, labels, and signage are accurate and delivered on time.
Attend planning meetings and take notes or follow-up actions as directed by Special Event Managers.
Assist with RSVP tracking, guest list confirmations, and event documents.
Communicate effectively with other departments for logistical coordination.