What are the responsibilities and job description for the Event Coordinator position at Balboa Cafe Partners?
Job title:
Events Coordinator
Location:
PlumpJack Inn, Olympic Valley
Reports To:
Director of Sales
About us:
PlumpJack Inn is a charming rustic Inn at the base of Palisades, one of the largest ski resorts in the U.S. The Inn is situated at the edge of the Village at Palisades and the base of the mountain affording guests the opportunity a short walk to numerous lifts, plus the funitel, base-to-base gondola and the Mountain Tram. The Inn offers cozy accommodations featuring a mix of well-appointed guestrooms and suites. The PlumpJack Cafe is renowned in North Lake Tahoe for its seasonal menu and award-winning wine list. The PlumpJack Café Bar is a popular Apres destination featuring creative cocktails, craft beers and an extensive by-the-glass wine list.
Purpose of the role:
We are seeking an energetic, organized, and detail-oriented Event Coordinator to join our team! This role is responsible for planning, coordinating, and executing events including weddings, private dinners, corporate retreats, ensuring a seamless and memorable experience for our clients. Key responsibilities include managing event logistics, facilitating cross-functional communication between departments, communicating with clients and setting expectations, leading site tours, and creating Banquet Event Orders (BEOs). The Event Coordinator will meet weekly with Director of Sales to discuss upcoming action items, projects, and other duties. The ideal candidate has strong interpersonal skills, excelling in communication, relationship building, and problem-solving and must be able to work weekends. They collaborate effectively with teams and are passionate about delivering exceptional experiences.
Responsibilities:
- Be the liaison between the client and PlumpJack, answering questions via phone, email and in person, being able to communicate and enforce banquet policies & procedures, and ready to solve problems.
- Understand menu offerings and pricing including food options & beverage packages
- Learn banquet facility specs, layouts, and inventory (and update as necessary)
- Conduct site tours with potential wedding clients
- Prepare invoices, post charges in PMS, and collect payments for groups (corporate, weddings, etc)
- Document all conversations and quotes in Delphi management system and client files as necessary
- Execute events from initial planning through day-of completion including but not limited to establishing menus with all food & beverage, timelines, layout & setup instructions, communicating with vendors, and creation of BEOs & Invoices.
- Assist with outsourcing food for events PJI cannot host in-house
- Lead weekly BEO meetings with Chef, Banquet Manager, F&B Manager and DOS to review upcoming banquets, schedules, menus, etc.
- Maintain & update Events Calendar
- Create floorplans & layouts for clients
- Conduct pre-conference meetings with floor managers and group contacts to review banquet event orders, conference specs, audio-visual needs and other service issues for the events
- Meet with group contacts upon arrival to review group needs and specifications and to accommodate last-minute requests.
- Work closely with wedding planners on timelines, expectations, and policies.
- Prepare group resumes for Front Desk and provide agendas for both onsite & offsite groups
- Review client selections and/or questions regarding food/menus with Chef to smooth out any issues and ensure expectations are met
- Prepare and post BEOs for all teams 2 weeks prior to the event
- Obtain client signatures and prepayment on all events two weeks prior to event date
- Communicate and repost BEOs with any changes or last-minute updates
- Operate hotel property management system software (PMS)
- Reconcile & send final invoices
- Post-event follow-ups with clients and schedule future outreach to secure repeat business whenever possible
Additional Sales Tasks:
- Conduct formal wedding tastings
- Provide input to Banquet Manager/Floor Managers on appearance and service standards
- Hold post banquet meetings with managers to constructively analyze the event and learn from any challenges or problems
- Understand pricing model and send proposals to interested clients
- Conduct corporate and private dining site inspections
- Create and maintain files pertaining to food and beverage, update menus accordingly
- How to improve banquets, systems, presentations, etc. based on observations & client feedback
- Revise BEO templates
- Add new master templates to Delphi [this may involve using Delphi support and/or watching instruction YouTube videos, etc]
- Create Reservations in PMS
- Create Group Blocks & enter rooming lists in PMS
- Assist with marketing tasks, including market research, promoting events through targeted outreach, updating wedding websites, and brainstorming creative ideas to attract new business.
- Meet and greet clients prior to scheduled functions and introduce them to key staff.
- Actively pursue prospective clients for future and possible repeat business, both over the telephone and during social and professional events.
- Use good time management skills in prioritizing work and scheduling appointments.
- Communicate last minute changes in group functions to staff and ensure satisfactory follow-up.
- Represent and market PlumpJack Inn in a positive and professional manner as requested and continually promote PlumpJack internally and externally by attending special events when requested and building relationships both on and off property.
- Promote and comply with all policies and procedures of PlumpJack.
- Immediately report all suspicious occurrences and hazardous conditions and avoid injury to self and others.
- Maintain the cleanliness and safety of work areas and equipment.
- Attend mandatory meetings as directed.
- Perform other tasks, including cross-training, as directed.
- Adhere to the attendance and punctuality policy as outlined in the PlumpJack Employee Handbook. To report to work as scheduled and be prepared to start work.
- To remain at work for the entire work shift, except for meal and rest periods or when required to leave on authorized PlumpJack business.
Candidate requirements:
- Must have minimum two-year’s experience in catering sales, banquet management or meeting sales or coordination.
- Strong interpersonal and communication skills – ability to interact professionally with clients, vendors, and internal teams
- Highly organized and detail-oriented – able to manage multiple tasks, timelines, and priorities.
- Must have extensive knowledge of food, wines, and cocktails.
- Must be computer literate
- Courteous, friendly, and professional manner.
- Good team player. Customer service focus. Able to work productively with little supervision. Trustworthy and reliable.
