Special Events Coordinator

Paws Up Montana • Greenough, MT

5d

About The Position

The Special Events Coordinator provides guest engagement, reservation coordination, and operational support for banquets, conference services, and special events at Paws Up Montana. The role serves as a primary hospitality touchpoint, welcoming guests, coordinating seating and waitlists, maintaining reservation software, and ensuring smooth service coordination between front-of-house teams and event venues. The coordinator is expected to deliver a luxury guest experience from arrival through departure while demonstrating professionalism and strong organizational skills.

The position supports daily reservations, seating logistics, floor plans, guest profiles, pacing sheets, and operational reports using Maestro PMS and SQL. It also provides operational support to banquet, special event, and outdoor dining teams, keeps menus and event materials ready for service, escorts guests to appropriately set tables, and assists with transportation arrangements when appropriate. Additional duties may be assigned by the Director of Banquets.

The work involves constant walking and standing for 6–8 hours, frequent stair climbing, reaching, grasping, lifting and carrying items weighing up to 40 pounds, and occasional pushing and pulling. Crouching, bending, stooping, talking, and hearing are also described as constant requirements.

Requirements

• At least 6 months of food and beverage, banquets, or guest service experience.
• Exceptional interpersonal and communication skills, with the ability to multitask.
• Highly organized and able to remain calm during high-demand event periods.
• Proficiency with reservation and property management software, including Maestro PMS and SQL, and basic office applications.
• Friendly, professional, and collaborative work style, with a commitment to luxury resort standards and positive working relationships.
• Valid state driver’s license.
• Valid Food Handler’s License.
• Ability to walk and stand constantly for 6–8 hours; frequently climb stairs, reach, grasp, lift and carry items up to 40 pounds; occasionally push and pull; and constantly crouch, bend, stoop, talk, and hear.

Nice To Haves

• Experience in a luxury resort, fine dining, or high-end event environment is preferred.
• Familiarity with world-class hospitality standards, event execution, and reservation management workflows.
• ServSafe certification is preferred.

Responsibilities

• Welcome arriving guests warmly, introduce yourself, confirm party sizes, and guide guests professionally.
• Manage daily reservations, waitlists, table assignments, and floor plans to optimize seating capacity and maintain smooth service flow.
• Operate and maintain Maestro PMS and SQL, including updating floor plans, guest profile notes, pacing sheets, and daily operational reports.
• Provide operational support to banquet, special event, and outdoor dining teams as needed.
• Escort guests to tables set according to party size and preferences, offer a gracious farewell, and assist with transportation arrangements when appropriate.
• Ensure dining and event menus are clean, current, accurate, and available for service periods.
• Perform additional operational tasks and event assignments as directed by the Director of Banquets.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed