Catering and Events Coordinator

Positions Title: Catering & Events Coordinator

Department: Catering

Position Summary:

The Catering & Events Coordinator is a full-time position responsible for supporting the Director of Catering & Events in the creative development, planning, coordination, and seamless execution of all banquet and club events. This role serves as the nerve center for all communication between members, clients, and internal teams, ensuring every event is thoughtfully planned, executed flawlessly, and reflective of Belle Meade’s traditions and standards.

This position requires a dynamic individual with a passion for creativity and innovation—someone who can bring fresh ideas to the table while respecting the customs and traditions that define Belle Meade. The Catering & Events Coordinator will not only manage logistics and communication but also play a key role in conceptualizing unique experiences, developing mood boards, and continuously elevating the club’s event offerings.

While hands-on involvement may be required during events, the primary focus of this role is on planning, coordination, and serving as a liaison between the member or client and the internal operations team.

Key Responsibilities:

Event Creation & Concept Development:

• Lead the creative process for event development, from initial concept to execution.
• Brainstorm and propose innovative event themes, décor concepts, and immersive experiences that align with Belle Meade’s high standards.
• Create mood boards and visual presentations to bring event concepts to life and inspire both members and the operations team.
• Research industry trends and incorporate fresh ideas while maintaining the club’s traditions and brand identity.
• Continuously seek ways to enhance the member experience through unique and memorable event offerings.

Event Planning & Coordination:

• Serve as the primary point of contact for members and clients regarding event inquiries, bookings, and planning details.
• Develop event proposals, contracts, and banquet event orders (BEOs) with meticulous attention to detail.
• Coordinate all logistics, including timelines, menus, entertainment, décor, audiovisual needs, and special requests.
• Ensure seamless communication between departments, including the culinary, banquet, and service teams, to guarantee flawless execution.
• Oversee event setup to ensure every detail aligns with the planned vision and club standards.

Communication & Liaison Role:

• Act as the bridge between members/clients and internal teams, ensuring clarity and efficiency in event planning.
• Work closely with the Executive Chef, Banquet Manager, and Service Team to execute events that meet or exceed expectations.
• Facilitate pre-event meetings with operations teams to ensure alignment and preparedness.
• Provide on-site support during events to oversee execution while allowing the operations team to run the event smoothly.

Administrative & Operational Support:

• Maintain an organized system for tracking event details, contracts, and communication records.
• Assist in updating event-related documents, promotional materials, and internal event calendars.
• Support the Director of Catering & Events in reporting, budgeting, and post-event evaluations to continuously improve processes.

Qualifications & Skills:

• A creative mindset with a passion for event design and conceptualization.
• Strong organizational and multitasking skills with high attention to detail.
• Excellent communication and interpersonal skills, with a focus on relationship-building.
• Ability to work collaboratively with multiple departments and act as a liaison between members and internal teams.
• Experience in event planning, hospitality, or club operations preferred.
• Proficiency in event management software and Microsoft Office is a plus.
• Ability to work flexible hours, including evenings, weekends, and holidays, based on event schedules.

Why Join Our Team?

This role is ideal for a creative and detail-oriented professional who thrives on innovation and storytelling through events. As the hub of event operations at Belle Meade, you will have the opportunity to design exceptional experiences, push the envelope with unique concepts, and work alongside a team dedicated to delivering unparalleled hospitality while upholding the club’s rich traditions.

Job Type: Full-time

Pay: From $25.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Vision insurance

Schedule:

• Evenings as needed
• Holidays
• Weekends as needed

Experience:

• Event planning: 2 years (Required)

Ability to Commute:

• Nashville, TN 37205 (Required)

Work Location: In person

Salary : $25