What are the responsibilities and job description for the Event Coordinator - Casual position at Makena Golf and Beach Club?
Key Relationships
Reports to: Event Manager
Direct reports: N/A
Other key relationships: Across departments, Across levels
Goals and Objectives
Event Assistant Coordinator will be responsible to assist in the coordination of all aspects of special member events, club events and assisting F&B leadership with duties as needed.
Responsibilities
- Assist in the coordination and execute all aspects of special member events.
- Assist club leadership with coordination, billing and logistics for all major club events, ie: Outrigger, Hula Girl, and Holiday party.
- Communicate with event vendors and coordinators as needed.
- Communicate changes and special requests for all events to event manager.
- Attend weekly Event Meetings
- Assist with building MEOs & Estimates as needed
- Assist in creating an event guidebook
- Establish relationships with Members and encourage additional catering revenue.
- Uphold events and catering obligations related to the F&B budget.
- In tandem with Member Services, responsible for the sales, marketing and promotion of all Member and Guest private events, functions and activities, ensuring that all Member/Guest expectations are exceeded, Member Retention goals are met and that Private Party and Member Relations plans are achieved.
- Assist in the maintenance of master calendar of events, in conjunction with Member Services.
- The event assistant coordinator supervises set-ups, breakdowns, and quality of service.
- Field Member or Guest questions or concerns promptly and professionally as instructed
- Work with Food & Beverage Manager in the requisitioning of staff and scheduling for events.
- Maintain event storage along with all items used for private and catering events.
- Performs inventory counts on event supplies.
- Assists with coding all event invoices as well as assist with coding invoices for F&B outside of event invoicing when available.
- Assist in service during events
- Additional duties as assigned.
Competencies for Success in the Role
- Demonstrates respect for and appreciation of Hawaiian values, history and culture, understanding its implication in one's work, in fostering meaningful relationships, and in embracing the community served.
- Food and beverage and catering experience preferred.
- Able to lift and carry at least 50lbs
- Positive attitude, professional demeanor, and exceptional communication both oral and written.
- Proficient in Microsoft Word, Project, Excel, and Outlook.
- Experience working both independently and in a team-oriented, collaborative environment.
- Attention to detail.
- Ability to conform to shifting priorities, demands and timelines.
- Ability to listen and respond to multiple players, providing feedback and recommendations as required to most effectively meet project needs.
- Ability to work with a diverse team.
This job description may not comprise all duties, responsibilities or skills that may be required to be performed. Management has the right to change or delete information from the job description at any time without notice. The company is responsible to provide reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the position. #LI-KH1
