What are the responsibilities and job description for the Event Coordinator position at St. Clair Country Club?
St. Clair Country Club is a premier, private country club searching for an experienced, motivated, detail-oriented, energetic, and organized Event Coordinator to join our team and help execute flawless events for our members and guests.
Located eight miles from downtown Pittsburgh, Pennsylvania, in the heart of the South Hills, our team is committed to providing exceptional service, beautiful surroundings, and memorable experiences for our members. We host a variety of events, including weddings, corporate meetings, golf tournaments, and private celebrations. The Club operation is open year-round, offers four a la carte Restaurants ranging from casual to fine dining and multiple private dining and reception areas including Ballroom, Crossroads Room, Alibi Room, Wine Library, Men's and Ladies Grill. During high season, the club operates an active aquatic center with Pool, Snack Bar, and Bar area which allows members to schedule private and holiday events.
Position Summary
The Event Coordinator will be responsible for planning, coordinating, and executing all aspects of events hosted at the country club including administrative and operational responsibilities. The ideal candidate will work closely with members, vendors, and the club's staff across multiple departments to ensure seamless event operations, ensuring every event exceeds expectations and adheres to the club's high standards.
This position will report to the Food & Beverage Director.
Salary will commensurate with experience.
Essential Duties And Responsibilities
Located eight miles from downtown Pittsburgh, Pennsylvania, in the heart of the South Hills, our team is committed to providing exceptional service, beautiful surroundings, and memorable experiences for our members. We host a variety of events, including weddings, corporate meetings, golf tournaments, and private celebrations. The Club operation is open year-round, offers four a la carte Restaurants ranging from casual to fine dining and multiple private dining and reception areas including Ballroom, Crossroads Room, Alibi Room, Wine Library, Men's and Ladies Grill. During high season, the club operates an active aquatic center with Pool, Snack Bar, and Bar area which allows members to schedule private and holiday events.
Position Summary
The Event Coordinator will be responsible for planning, coordinating, and executing all aspects of events hosted at the country club including administrative and operational responsibilities. The ideal candidate will work closely with members, vendors, and the club's staff across multiple departments to ensure seamless event operations, ensuring every event exceeds expectations and adheres to the club's high standards.
This position will report to the Food & Beverage Director.
Salary will commensurate with experience.
Essential Duties And Responsibilities
- Assists with promoting and marketing the club's social events
- Collaborates with members and clients to understand their event vision, needs, and preferences
- Coordinates all event logistics, including scheduling, vendor management, catering, layout and audiovisual setup for banquets, luncheons, meetings, weddings, dances and other social, club related and golf events
- Develops detailed plans for each catered event in conjunction with Food & Beverage Director, Executive Chef, Banquet Chef, and Housekeeping Manager
- Prepares diagrams for buffet tables, guest tables, and other function room set-up needs for each event
- Provides guest tours and offers suggestions in efforts to sell the club's facilities for the occasion being planned
- Assists with on-going sales efforts for group and local function business
- Works with the Chef and Food & Beverage Director to determine selling prices, menus and other details for catered events; oversees the development of contracts
- Transmits necessary information and coordinates event planning with production, serving and housekeeping staffs; arranges for printing of menus, procuring of decorations, entertainment and other special requests, etc.
- Checks function sheets against actual room set-up; oversees personnel scheduling for special functions and may help supervise service personnel
- Inspects finished arrangements, and oversees event execution on the day of the event, ensuring that all aspects run smoothly and promptly
- Provides highest level of hospitality service
- Handles member and guest complaints thoroughly and timely
- Ensures that the club's policies, procedures, and safety standards are followed for every event
- Maintains past and potential client files; schedules calls/visits to assess on-going needs of prospective clients for catering services
- Assists in the preparation of the marketing plan and annual budget to increase the profitability of the banquet operation; monitors performance against budgets, recommends corrective actions as necessary to help assure that budget goals are met
- Helps guests with parking, entertainment, decorations, audio/visual and any other requirements integral to events being planned
- Obtains necessary permits for special events/functions
- Ensures all appropriate charges are billed correctly to each event and forwarded to the accounting department
- Conducts after-event evaluations to improve quality and efficiency of banquet functions
- Attends staff and management meetings to review policies and procedures, upcoming business and to continually develop quality and image of banquet and catering functions
- Tracks new products and trends in food service and catering applicable to the club
- Assumes responsibility of manager on duty (MOD) or Closing Manager when necessary
- Performs other tasks as assigned
- Bachelor's degree in Hospitality, Event Management, or related field preferred
- 3 years of event planning or coordination experience, preferably within a country club, hotel, or similar high-end hospitality setting
- Excellent member/customer service skills
- Strong knowledge of Food and Beverage operations
- Proven record of event planning, organizing, and executing special events
- Excellent organizational and time-management skills with an ability to manage multiple projects simultaneously
- Strong interpersonal, verbal, and written communication skills
- Strong attention to detail and commitment to delivering expectations of excellence
- Ability to think creatively and take initiative
- Excellent problem-solving skills with solution oriented mindset
- Flexibility to work evenings, weekends, and holidays as required for event schedules
- Knowledge of event software and tools i.e. JONAS, Prism
- Proficient in Microsoft Office Suite including Excel and Word
- Must be able to stand/walk for up to 8 hours and regularly lift up to 30 pounds
- Competitive salary based on experience
- Health, Dental and Vision
- Golf privileges on certain days (with management approval)
- Free staff meals
- Paid Time Off
- 401K (after 1 year of service)
- Professional Development and Continuing Education
