Event Coordinator

Event Coordinator Opportunity at the Blackburn Inn: Plan, Coordinate, and Execute Memorable Events! Apply Now!

Perks

Health and PTO Benefits Available

Position Summary:

The Event Coordinator oversees the planning and execution of banquets and programmed events at The Blackburn Inn and Conference Center. This individual ensures that every event meets the client’s expectations and that all service aspects are delivered to high standards. The role involves collaborating with clients to arrange all details of their private events and coordinating and executing events on-site. The Event Coordinator manages the banquet staff, coordinates with other departments, handles guest requests, and ensures that events run smoothly and efficiently.

Key Responsibilities:

Event Coordination and Supervision

• Responsible for meeting with clients to determine all the details of their functions.
• Develops banquet event orders, seating diagrams, timelines, and other documents to ensure that every event is executed well.
• Ensure all event specifications are met, including layout, décor, and service requirements.
• Leads weekly BEO meetings in coordination with the Sales Manager and General Manager.
• Oversee the setup, execution, and breakdown of banquets and events.
• Supervise banquet staff to ensure they adhere to service standards and procedures.
• General knowledge of conference technology and audio visual needs. Setting up conference technology and troubleshooting any issues with clients.
• Entertain prospective clients and give tours of event space, outlets and guest rooms
• Work with them to establish policy standards, procedures, operational guidelines & service manual

Staff Management

• Schedule and assign tasks to banquet staff, including servers, bartenders, and setup crew.
• Train and mentor staff on service standards, procedures, and guest interactions.
• Conduct performance evaluations and address any staff issues or conflicts.

Guest Service

• Monitor guest service during events, ensuring that all requests and issues are addressed promptly.
• Ensure that service is provided in a courteous and professional manner
• Handle guest complaints or concerns effectively, escalating issues to the Banquet Manager if necessary.

Operational Efficiency

• Oversee the timely setup of banquet rooms, including furniture, linens, and table settings.
• Ensure that all equipment and supplies are in good condition and available for use.
• Monitor the flow of service, making adjustments as needed to ensure smooth operations.

Communication and Coordination

• Communicate with other departments to coordinate event details and address any issues.
• Relay information and instructions to banquet staff, ensuring clarity and efficiency
• Coordinate with kitchen staff and other departments to ensure timely and accurate service delivery.

Health and Safety Compliance

• Ensure that all health and safety regulations and sanitation standards are followed.
• Conduct regular inspections to maintain a clean and safe environment for guests and staff.
• Implement and enforce safety procedures, including proper food handling and emergency protocols.

Inventory and Equipment Management

• Monitor and manage inventory levels for banquet supplies and equipment.
• Report any equipment malfunctions or supply shortages to the General Manager.
• Assist with ordering and replenishing supplies as needed.

Administrative Duties

• Prepare reports on event performance, staff productivity, and guest feedback.
• Assist with budgeting and financial management related to banquet operations.
• Maintain accurate records of event details, staff schedules, and inventory.

Qualifications:

• Previous experience in banquet or event supervision, preferably in a hotel or restaurant setting.
• Strong leadership, organizational, and communication skills.
• Knowledge of banquet operations, service standards, and guest relations.
• Ability to work efficiently in a fast-paced environment and manage multiple tasks.
• Familiarity with health and safety regulations and compliance requirements.

Working Conditions:

• Work in a banquet or event environment with exposure to noise, heat, and high-traffic areas.
• Flexibility to work evenings, weekends, and holidays as needed.