Events Coordinator

The Country Club of Mobile 

Events Coordinator

JOB DESCRIPTION

Reports to: Director of Event Operations, Events Manager and General Manager    
Department: Food and Beverage    FLSA Classification: Non-Exempt

Job Summary
The Events Coordinator promotes the Club’s dining facilities for private banquets, business and social meetings, and other member-related activities. This role is responsible for developing contracts for and overseeing all administrative and operational aspects of preparing and serving events. The Evens Coordinator works with banquet and other departments to assure that the guests’ expectations are exceeded.

Supervisory Responsibilities:
•    Assumes responsibility of Manager on Duty when necessary.
•    May direct the work of catering/events department staff.

Duties/Responsibilities:
•    Promotes, advertises, and markets the Club’s social event facilities and capabilities to all members.
•    Helps member clients arrange banquets, luncheons, meetings, weddings, dances, and other social events; obtains pertinent information needed for guest planning.
•    Provides guest tours and offers suggestions in efforts to sell the Club’s facilities for the occasion being planned.
•    Attends management meetings to review policies and procedures, future business, and to continually develop quality and image of banquet and catering functions.
•    Works with the Executive Chef to determine selling prices, menus, and other details for catered events; oversees the development of contracts; assures that pre-planned banquet menu offerings as to food and price are currently typed, edited, and attractively presented.
•    Suggests and helps guests plan menus in conjunction with the Executive Chef or other culinary personnel.
•    Transmits necessary information to and coordinates event planning with production, serving and housekeeping staffs; arranges for printing of menus, procuring of decorations, entertainment, and other special requests, etc.
•    Inspects finished arrangements; may be present to oversee the actual greeting and serving of guests.
•    Checks the function sheets against actual room setup; oversees personnel scheduling for special functions and may help supervise service personnel.
•    Oversees scheduling of food and beverage service employee meetings.
•    Handles client complaints and escalates as necessary.
•    Maintains past and potential client files; schedules calls or visits to assess on-going needs of prospective clients for catering services.
•    Three months before the end of the fiscal year provides catering budgets for the following year; reviews financial reports monthly and takes corrective actions as appropriate to help assure that budget goals are met.
•    Identifies five-year capital needs as it relates to banquet facilities and accessories that are essential for providing a quality venue.
•    Ensures that proper housekeeping and energy conservation procedures are always followed.
•    Consults with the Chef and the Food and Beverage Director as to China, silverware, glassware, and linen needed for the following year as well as a five-year capital plan schedule.
•    Helps guests with parking, entertainment, decorations, audio-visual, floral and any other requirements integral to events being planned.
•    Represents members’ needs and interests on applicable Club committees.
•    Obtains necessary permits for special events and functions.
•    Arranges prompt payment for all events.
•    Critiques functions to determine future needs and to implement necessary changes for increased quality.
•    Tracks new products and trends in food service and catering applicable to the Club.
•    Ensures the security of valuables (Club’s, guests’, and members’ property) during catered events.
•    Creates and assembles information for the bimonthly newsletter as well as maintains the website.
•    Transmits email blasts in a timely manner.  
•    Diagrams room layout, banquet item placement and related function details.
•    Meets with athletic departments to plan food and beverage aspects of special events organized by the staff members.
•    Manages banquet billing and client correspondence.
•    Update’s weekly function information for all affected staff.
•    Performs competitive “shopping” of alternative function sources.
•    May serve as liaison between kitchen, service, and management staff.
•    Follows CCM mission and values, including providing the best quality service possible. “Service with a Smile” is a key element in providing a positive experience.
•    Other duties as assigned.

Insurance benefits eligible 1st of the month following 60 days of employment to include-health, dental, vision, life, accident, critical illness and disability.  Matching 401k eligible after 1,000 hours of work-enrollment periods of April 1 and October 1.  Personal paid leave.

An Equal Opportunity Employer
We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.