Wedding & Event Coordinator

Do you thrive on the energy of live events and love being part of making magical moments happen? As an Event Coordinator at Casa Real and The Palm Event Center, you'll take charge of executing flawless weddings and events that leave lasting impressions. This hands-on role allows you to lead event-day teams, oversee every detail, and ensure our clients' dreams come to life. Weekend availability required.

Job description

Seeking an experienced wedding, corporate and social event coordinator for two luxury event venues in Pleasanton California; Palm Event Center and Casa Real at Ruby Hill Winery. Position primarily requires detailing events, execution of rehearsals and day-of coordination. Position also includes actively selling, touring prospective clients, providing quotes, Schedule consists of weekends and varies between day and swing shifts.

Must have great attention to detail, hospitality driven personality and enjoy event coordination.

PRIMARY DUTIES/RESPONSIBILITIES

• Develops meaningful connections with clients to ensure flawless day-of execution
• Manages Coordination Meetings, Rehearsals and Final Details with assigned clients
• Creates room diagrams, event layouts, and manages logistics specific to the venue
• Ensure venue policies and limitations are respected
• Provide day-of event coordination services for the client by assisting with décor items, managing timeline, coordinating with vendors, managing formalities
• Provide guest and wedding party assistance throughout the event
• Supervises Set-Up crew on ‘Day Of’ to ensure all details are meticulously adhered to
• Supervises Banquet Staff during events to ensure excellent customer service and efficiencies
• Understands client specific needs based on cultural preferences and traditions
• Communicating and negotiating with clients and clients’ vendors to ensure the details and organization of the events are implemented flawlessly
• Collaborates with other departments as needed to make informed decisions for the client and Beets Hospitality Group.
• Ensures client and vendor compliance with legal, insurance, OSHA, health and safety requirements
• Assists team in answering at-large clients’ questions via phone calls, emails and in person
• Handles issues and troubleshoots any emerging problems on event days
• Ability to work with in-house Culinary team and outside caterers
• Managing rental orders and orders with outside vendors
• Sending out client contracts
• Calculating final invoices and processing payments
• Encourages and inspires a positive, professional, and fun atmosphere that energizes the Beets Hospitality Vision and Values

SECONDARY DUTIES

• Assist Sales team as needed for tours prospective clients and follows up with custom quotes, answers additional questions, tactically pursues to encourage booking
• Assists other functional areas with roles such as set-up, serving and dish-out
• Communicates with clients effectively
• Assists with Social Media tactics as needed
• Ensures applicable client payments are made by issuing invoices and following up as needed

KNOWLEDGE/EXPERIENCE/EDUCATION

• BS in Event Management or related field is preferred.
• People skills needed to staff events, coordinate their activities, and lead the team.
• Work experience as an events planner or organizer or in the hospitality industry
• Superb time management and communication skills, both verbal and written.
• Ability to oversee multiple events independently.
• Able to articulately propose ideas to improve services and event quality.
• Excellent people skills are a must to work with clients directly to identify their needs and ensure customer satisfaction
• The abilities to multitask and prioritize are essential, as this role involves overseeing facilities as well as details such as decor, catering, entertainment, transportation, equipment, promotional material etc.
• Proficient in MS Office
• Ability to work weekends, holidays, and non-traditional hours to accommodate wedding and event schedules.

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Wednesday-Sunday
• Weekend availability

Supplemental Pay:

• Bonus pay

Education:

• Bachelor's (Preferred)

Experience:

• Event Coordination (Corporate &/or Weddings): 1 year (Required)

Work Location: In person