Event Coordinator

Description

Pay | $20 - $24/hr

Title | Sales & Catering Coordinator (internal title)

Hours | Full-Time, typically Monday-Friday

Location | Union, WA

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Summary

As the Event Coordinator (internally Sales & Catering Coordinator), you will be responsible for maintaining the administrative organization and effectiveness of the Sales & Catering department. This is accomplished through proactive and timely administrative support, as well as the completion of special projects as assigned. Additional responsibilities may include booking and coordinating smaller events.

We're looking for someone who can...

• Maintain strong relationships with internal and external clients through clear, professional communication, both verbal and written.
• Provide administrative support, including maintaining organized files, inputting and managing data in Salesforce, generating reports, and keeping meeting notes.
• Handle catering and sales inquiries via phone, email, and in-person interactions, including passing leads to the Director of Sales & Catering or Sales Department.
• Facilitate event communication by transmitting BEOs and group resumes, distributing weekly and daily BEO packets, and ensuring timely updates to operations teams.
• Assist in event documentation, including merging and reviewing group resumes, verifying billing instructions, tracking deposit payments, and preparing final invoices.
• Support the sales process by handling site tours, responding to walk-ins and in-house requests, and confirming pickup numbers for the Sales Team.
• Organize and maintain sales and catering materials, including collateral, giveaway items, site kits, and business cards.
• Assist with tradeshow coordination, including sending promotional materials and preparing catering manager tasting packets for wedding bookings.
• Ensure familiarity with all resort services, features, and hours of operation.
• Maintain positive guest relations and proactively support the catering and sales team as needed.
• Full job description available upon request by emailing Careers@Alderbrookresort.com.

Qualifications

• Required | 2 years’ hotel experience
• Required | Proficient with Microsoft Excel, PowerPoint, Word, and Outlook
• Desirable | Familiar with Newmarket Delphi
• Desirable | Event planning experience
• Desirable | Degree in Hospitality
• Weekends required on occasion for events
• Equivalent education, skills, and/or experience necessary to perform the essential functions may be considered

Required Permits & Certifications

• WA Food Worker Card required within 14 days after hire
• WA Class 12/13 Alcohol Server Permit (MAST) required within 60 days after hire
• Valid driver’s license and satisfactory driving record

Perks & Benefits

(some benefits based on employment status and tenure)

• $20 - $24/hr
• 401(k) retirement plan with employer contributions (upon meeting eligibility criteria)
• Free daily meals fresh from the kitchen
• Free kayak and paddleboard rentals
• Health insurance (Medical, Dental, Vision, Hospital/Accident)
• Life insurance
• Education Assistance Program
• Paid time-off (11-31 days per year)
• Huge discounts on rooms, spa, our restaurant and more!

Collaboration & Engagement

The Sales & Catering Coordinator will work under the direct guidance of the Director of Sales & Catering (DOSC). In addition to your home department, you may occasionally interface with other departments. You will not oversee other staff and can expect a moderate level of interaction with guests and the public.

Culture & Competencies

• Professional. Reporting to work as scheduled and with a professional and well-groomed appearance.
• Planning. Demonstrate effective task prioritization.
• Personal. You provide eye contact, speak with a friendly tone, and are hospitable by nature. You are service-oriented, a fast learner, self-reliant, empathetic, tolerant of stress and able to maintain a positive attitude. You show initiative, sound judgement, desire to work with a diverse staff, and are committed to the Resort and fulfillment of the Alderbrook Promise.
• Knowledge of Work. Excellent attention to detail, high work standards, knowledgeable about your work and adhere to safety standards.
• Interpersonal. Effective communication and collaboration with multiple departments. Able to speak, read, and write English.
• Work Habits. Able to work independently and follow written and verbal instructions when necessary. You are able to work long hours and overtime if needed. Team-oriented.
• Skills. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, and volume. Refined verbal and written communication skills. Proficient with MS Office products (Excel/PowerPoint/Word/Outlook). Proficient, or ability to become proficient, in Newmarket Delphi.

Physical Demands & Work Environment

• Physical Demands. While performing the duties of this job, the employee is regularly required to talk and hear. The employee may occasionally need to stand, walk, sit for extended periods, use hand and finger dexterity, reach with hands and arms, and stoop, kneel, or crouch. The employee must occasionally lift or move up to 30 pounds. Specific vision requirements include close vision and distance vision.
• Work Environment. Conditions are those of an office environment. It is a controlled environment and the position experiences a low level of noise in the work environment.

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About Us

Hospitable. Authentic. Inclusive. Engaging. Kind. Proactive. Our Promise.

At Alderbrook Resort & Spa, we believe that excellent guest service starts with a supportive, collaborative team environment. We are committed to building each other up; offering on-the-job training and opportunities to learn new skills that can benefit you in a variety of roles and advance your career in hospitality.

Develop your skills in an awe-inspiring setting on the scenic Hood Canal. Our award-winning resort offers luxury accommodations, gourmet dining, and a variety and spa and recreational activities-- all available to our employees at a significant discount.

Ready to be part of something special?

Join our dedicated team and help create unforgettable experiences where serenity meets adventure!

Diversity & EEO

We are dedicated to fostering a diverse and inclusive environment at Alderbrook Resort & Spa (North Forty Lodging LLC). We are an Equal Opportunity Employer, welcoming candidates from all backgrounds and do not discriminate based on any protected characteristic.

Reasonable accommodations are provided for religious practices and individuals with disabilities. For more information please email Human.Resources@Alderbrookresort.com.

Final Details

This summary may not capture all job duties and requirements. For complete details, please email Careers@Alderbrookresort.com.

Physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Job functions may be revised based on business needs or emergencies.

This posting is not an employment contract; employment is at-will and can be altered by North Forty Lodging LLC at any time. Employees are expected follow company policies.

All positions will remain open until filled. North Forty Lodging LLC reserves the right to close job postings at any time.

North Forty Lodging LLC is an E-Verify participant.

Candidates who need accommodation in the application process or wish to receive this job post in an alternative format may contact Human.Resources@Alderbrookresort.com.

Salary : $20 - $24