What are the responsibilities and job description for the Event Coordinator position at Dawn Ranch Lodge?
About Dawn Ranch
Dawn Ranch is a natural preserve and boutique hotel destination nestled riverside at the edge of Guerneville in Sonomas wine-rich Russian River Valley. The cottage-style hotel and event venue offer an authentic, historic, and unique Sonoma wine country escape among 22 acres of ancient giant redwoods, native meadows, and vintage apple trees. The hotel also features unique wellness experiences including a premium spa which offers outdoor baths, massages, and body treatments. Other activities include yoga, meditation, and perfume-making. Dawn Ranchs food program balances elevated cuisine with casual excellence, from fine dining at the Lodge overseen by Chef Fernando Trocca to picnics overlooking the roiling Pacific Ocean. Local ingredients from the fertile valley make our varied cuisine an emerging staple of Northern California fare. Dawn Ranch is the perfect destination to co-create luxury and inspiration in Sonoma.
About the Role
The Event Coordinator plays a pivotal role in the planning, organization, and execution of various events, ranging from conferences and professional gatherings to weddings and music festivals. Reporting to the Event Venue Manager, the Event Coordinator is a client facing role, involved in direct coordination of all event logistics, ensuring each detail contributes to a seamless, successful outcome that meets client specifications and exceeds guest expectations. By handling event elements creating internal event documents, managing outside vendors, and guest services, Event Coordinators help create memorable experiences that reflect organizational excellence and hospitality.
Key Responsibilities include:
Admin Responsibilities
- Prompt and professional correspondence with clients, including wedding couples, planners, corporate group contacts
- Effectively use various company software platforms including Event Temple, StayNTouch, Slack, Microsoft Office
- Be able to effectively create Banquet Event Orders (BEOs) and Run of Show (ROS) documents and ensure they are received by all necessary departments
- Accurately track event programming and food & beverage updates during the event planning process
- Assist with reconciling and posting charges at the conclusion of events
- Other tasks as assigned by the Event Venue Manager
Event Responsibilities
- Attend wedding tastings and document client selections, preference, general notes
- Assist with arranging quotes, verifying vendor documents, ordering, setup, and strike of outside rentals
- Assist with directing the Banquet Support team on set up and strike of internal rentals
- Ensure meeting spaces are accurately set up with meeting materials and AV as required
- Assist with communicating with other departments
Required Skills:
- Ability to manage multiple tasks and details simultaneously while maintaining a structured approach.
- Excellent written and verbal communication to effectively interact with clients, vendors, and team members.
- Able to address complaints and resolve problems while remaining calm under pressure and maintaining exemplary customer service.
- Meticulous focus on ensuring all aspects of the event are executed flawlessly.
- Effective planning and execution of tasks within tight deadlines, including quickly and effectively communicating time-sensitive information
- Attention to detail and ability to function well, multitask and prioritize effectively in a high-paced and at times stressful environment.
- Has general understanding of technology and the ability to pick up new systems quickly.
- Learning agility: Willingness and capability to learn new skills and adapt to changing software platforms.
- Attention to detail: Important for accurately inputting data and navigating complex software features.
- Problem-solving skills: Ability to troubleshoot issues encountered while using the software.
- Basic computer literacy: Familiarity with standard computer functions and navigation.
- 1 years' experience in event coordination or a related field, preferably in a hospitality or catering environment
- Proficiency in event management and computer software - Event Temple and Microsoft Office preferred
- Demonstrated commitment to delivering exceptional customer service
- Must be able to stand for extended periods of time and lift up to 30 pounds