Events Coordinator

Hidden Pond is seeking an Events Coordinator to join their team!

Events Coordinator for In-Season Event Operations. The role involves coordinating a wide range of event logistics, overseeing event execution, and collaborating with several teams, including Sales, Marketing, F&B, and property staff.

Pre-Event Coordination:

• Consulting with Sales Directors: Providing insights on event needs and logistics such as load-in schedules, property merchandise, available activities, pricing, and more
• Planning In-House Events: Working closely with Marketing & PR teams on events like promotional groups (e.g., Mindfulness in Maine, Blundstone X LL Bean), ensuring logistics are smooth, creating BEO (Banquet Event Orders), and preparing on-site staff
• Wedding Tastings: Leading wedding tastings and ensuring they’re scheduled appropriately
• BEO Meetings: Scheduling and leading BEO meetings 10 days prior to group arrival to finalize details and coordinate staff
• Communication with Group Contacts: After the BEO meeting, liaising directly with group contacts to confirm and update event details and prepare the team
• Managing Rentals and Supplies: Coordinating event rentals, supplies, and managing the related invoicing
• Service Timeline & Materials: Creating internal service timelines and materials, including floorplans, for the catering team
• Event Staffing: Working with the F&B Director to ensure event staffing is adequate and organized
• Supply Ordering: Confirming orders for corporate group snacks, beverages, and other required supplies, coordinating with the Bar Manager and F&B Director

Day-of-Event Management:

• Load-in Supervision: Overseeing the event’s load-in process to ensure everything is set up correctly
• Point of Contact for the Group: Acting as the primary contact for the group during the event, addressing needs related to catering, programming, guest services, etc
• Event Set-Up: Directing the setup process to ensure the event space is prepared
• Catering Service Supervision: Expediting the catering service and addressing any last-minute changes to the BEO
• Event Breakdown: Supervising the event breakdown and ensuring the event space (like the Event Barn) is properly closed at the end of the event

Post-Event Responsibilities:

• Finalizing Billing: Ensuring group charges are posted in the system within 48 hours and coordinating final billing with Sales Directors and other stakeholders

General Support and Oversight:

• Maintaining SOPs: Updating and maintaining standard operating procedures for event operations
• Supporting Guest Services: Assisting the Guest Services team should questions or issues arise during the event

About Kennebunkport Resort Collection

The Kennebunkport Resort Collection is a portfolio of diverse, luxurious lodging and dining options offering stylish and unique hospitality in Kennebunk and Kennebunkport. Our growing hospitality group includes Hidden Pond//Earth at Hidden Pond, Tides Beach Club, Cape Arundel Inn & Resort//Ocean Restaurant, Kennebunkport Inn//The Burleigh Restaurant, Cottages at Cabot Cove, The Grand Hotel//Rosella, The Boathouse Waterfront Hotel & Restaurant, Yachtsman Hotel & Marina Club, and Lodge on the Cove//The Dory.

KRC is proud to offer competitive wellness options and perks for both Part Time and Full Time employees;

• Employer-subsidized medical, dental, and vision insurance
• Company-funded $25K in complimentary life insurance and $1K/mo. in disability
• Optional Disability, Life and AD&D, Critical Illness, and Accident Insurance options
• Additional Health & Wellness benefits including prescription and gym membership discounts
• Generous Paid Time Off package including Employer Paid Leave plus immediate Paid Vacation accruals
• Flexible and understanding work-life equality
• Family Matters Program of 3 months paid parental leave for new parents
• 401k employer match, up to 4% of salary
• Competitive wages with ongoing market analysis with annual performance evaluations and compensation adjustments
• Discounted employee and immediate family hotel rates as low as $59 per night at EOS Hospitality portfolio locations
• Food and Beverage discount of 50% Off at EOS Hospitality portfolio locations
• Gold Card annual complimentary restaurant allowance for managers
• Discounted lodging rates from New England Inn & Resort Association partners
• Pathways for growth and professional development including training and tuition reimbursement
• Relocation assistance to temporary employer housing
• Incentive opportunities for both hourly and managerial roles
• Supportive, open workplace culture
• Company-funded Employee Assistance Program for life and mental health resources

Why Join our team?

Join our community of ambitious, thoughtful, and dedicated hospitality professionals delivering exceptional guest experiences. At Kennebunkport Resort Collection, we encourage creativity, ownership, and problem-solving at all levels of our organization, and we are committed to weaving diversity, equity, and inclusion into every aspect of our business.

As a Kennebunkport Resort Collection employee, we welcome you to join us in making a community impact. Our KRC Cares team partners with community leaders and like-minded businesses to advance our community services, such as toy drives, beach cleanups, and other charitable causes around the community. Our Community Impact project allows a 1% Impact Fee to be donated to hand-picked local organizations focusing on affordable housing, protecting wildlife habitats, and creating spaces for the youth of our community.

Kennebunkport Resort Collection offers customized learning opportunities for all employees. We work to carve out a path for internal leaders with motivated career goals. Annual conferences, mentorships, scholastic reimbursements, internships, and company-funded leadership development opportunities are just some of the ways we support our associates.

Ready to learn more?

Visit us online at www.kennebunkportresortcollection.com and explore our parent company, EOS Hospitality at www.eoshospitality.com for more information about the amazing ways we’re making a difference.