Events and Catering Coordinator

POSITION SUMMARY: The Social & Catering Coordinator is responsible for supporting the efforts of the F&B Department to provide outstanding service to our members, increase awareness and drive revenue for the Club, and facilitate communication between culinary team and management to ensure efficient intra-department communication and coordination with other departments. 

ESSENTIAL DUTIES & RESPONSIBILITIES

• Supports the department whenever and however necessary in achieving the department's vision and goals.
• Perform administrative duties such as handling member phone inquiries, replying to emails in a timely manner, routing phone calls, receiving and logging member complaints, and directing them to the appropriate person.
• Reviews the club website to ensure it accurately reflects food and beverage related information such as hours of operation, menus, etc.
• Provide any miscellaneous materials needed for dining rooms: menus, daily specials, place cards, food labels, signage and more.
• Assists in receiving and returning phone calls/emails and communicates with the Director any event changes and documents the change details.
• Handle special dinner requests from members with dietary restrictions or specific food preferences promptly and professionally.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing order for supplies for the Food & Beverage Department.
• Produce function sheets, BEO’s, floor plans and weekly F&B and Activities packet based on the Club’s calendar and distribute them to all relevant departments.
• Communicates any cancellations of events, revisions, pop-up events, or last-minute changes to events with the Food & Beverage team.
• Schedules requested meeting space for the conference room while following proper and accurate booking procedures.
• Ensure that all meeting spaces are set up according to the requirements listed on the BEO.
• Assists in providing the Communications Department with accurate and current information to disseminate to the membership through the weekly and monthly eblast, flyers etc.
• Provides outstanding service to members and their guests in a professional and courteous manner.
• Maintains an accurate filing system of all future and past events.
• Informs management of any member/guest related issues.
• Maintains good relationships with departments by creating a friendly atmosphere.
• This position guide does not state or imply that the above are the only duties and responsibilities assigned to this position.
• Employees holding this position will be required to perform any other job-related duties as requested.
• All other tasks assigned by the Director of Social Events, Asst. Food & Beverage Director, Director of Food and Beverage and Catering Manager.

Education / Experience

• High School Diploma / GED
• Minimum of 2 years professional work experience in a hospitality administrative coordinator or related position, preferably in a hotel, resort, or private club.

Qualifications/Skills

• Proficient computer skills including MS Office products.
• Knowledge of additional related computer software programs such as Northstar and Canva a plus.

Physical Requirements (The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.)

• Must be able to lift, push, pull and move up to 50 lbs. on a regular basis
• Frequent walking, reaching, bending, turning, squatting, stooping, and stretching
• Must be able to stand for extended periods
• Normal vision and hearing ranges required

Grooming

• All employees are required to maintain a neat, clean, and well-groomed appearance. (Specific grooming standards are available.)
• Nails should be maintained in clean condition.
• Hair must be neat and tidy.
• Perfume or strong scents should be avoided to maintain a neutral environment

Other

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, seasonality, rush jobs or technological.)