Special Events - Wedding and Special Events Coordinator - Full Time

Four Seasons Hotels and Resorts

1d•$30•Onsite

About The Position

Four Seasons Resort Hualalai is seeking a detail-driven, highly organized Weddings & Special Events Coordinator to support its Special Events Team in creating unforgettable celebrations and experiences. This role is essential in supporting the Director, Assistant Director, and Special Events Managers by ensuring seamless planning, communication, and execution of weddings and special events.

Requirements

Excellent written, verbal, and reading proficiency in English.
Exceptional organizational skills with strong attention to detail.
Ability to multitask effectively in a fast‑paced, high‑volume environment.
Minimum typing speed of 60 wpm.
Strong clerical abilities including typing, filing, faxing, photocopying, and document management.
Ability to professionally manage a high volume of incoming telephone calls.
Proficiency with Microsoft Word, Excel, Outlook, Opera, Delphi, Lotus Notes, and general internet use.
Ability to work well under pressure and demonstrate strong teamwork.
Demonstrated alignment with Four Seasons Core Behaviors:
Ability to frequently walk the resort, occasionally lift up to 20 lbs, and operate a resort golf cart for event‑related tasks.

Nice To Haves

College education preferred.
Experience in hotels, banquets, conference services, or related hospitality roles is an asset.
Food & Beverage knowledge is a plus.

Responsibilities

Receive and respond to incoming telephone calls to the Wedding & Special Events Department in accordance with Four Seasons Standards.
Prepare accurate and professional written correspondence, including letters, contracts, reports, banquet event orders (BEOs), schedules of events, printed menus, and emails using MS Word, Excel, Delphi, Opera, Crystal Reports, and Lotus Notes.
Maintain Delphi accounts by managing traces, updating bookings, and assisting in preparation of banquet event orders.
Distribute key Special Events documents; Amenity Cards, Resumes, Change Logs, BEOs to appropriate operating departments.
Update and maintain electronic databases and Lotus Notes reports daily.
Maintain organized file systems, both electronic and physical, for Conference Services materials and department records.
Operate essential office equipment such as printers, multifunction copiers, fax machines, paging systems, and bindery equipment.
Assist with front‑of‑house functions, including greeting guests, staffing hospitality desks, and supporting Banquets with quick sets and teardowns.
Assist clients and provide solutions in the absence of a Wedding & Special Events Manager, ensuring warm and helpful service.
Maintain inventory of departmental supplies, packets, menu cards, and printed materials.
Participate in scheduled departmental and administrative meetings as required.
Perform additional tasks or departmental projects assigned by hotel management.
Support counterpart roles (Wedding & Group Coordinators) in their absence.
Respond appropriately to resort emergencies or safety situations, following the established crisis management plan.