Event & Group Coordinator

POSITION TITLE: Event & Group Coordinator
REPORTS TO: Director of Special Events and Director of Group Sales
POSITION TYPE: Full-Time, Exempt (Salary)
START DATE: ASAP

Wai Kai, O‘ahu’s premier waterfront recreation and lifestyle venue on the Westside, is seeking a passionate and driven Event & Group Coordinator to help shape and grow our vibrant community. If you thrive in a dynamic environment, love connecting with people, and excel at managing events from concept to completion, we want to hear from you!

Job Summary:

The Event & Group Coordinator plays a vital role across two core departments: Special Events and Group Sales. Special Events primarily focuses on events held on the Event Lawns, public areas, and Wai Kai-hosted public events, while Group Sales manages events that include Wai Kai activities, catering, and venue rentals. This role is responsible for the onsite execution of assigned events, acting as the key liaison between clients and Wai Kai’s operational teams. The Coordinator will manage client inquiries, conduct site inspections, and oversee all pre-planning logistics after the sale is finalized. Success in this role requires strong multitasking and project management skills, attention to detail, critical thinking, and a deep understanding of Wai Kai’s diverse offerings. Exceptional customer service, practical judgment, and the ability to handle multiple projects simultaneously are essential. The ideal candidate is passionate, self-motivated, adaptable to change, and service-oriented, with a focus on building meaningful internal and external relationships. As Wai Kai continues to grow and evolve, the responsibilities of this position will expand, offering the right individual opportunities for growth within a dynamic and community-driven environment.

Key Responsibilities:

• Report directly to the Director of Special Events and Director of Group Sales while liaising with all departments and entities of Wai Kai to ensure seamless event operations, client satisfaction, and opportunities for return business.
• Serve as the primary point of contact for assigned events and groups, ensuring a full understanding of event specifications and maintaining proactive communication with clients and internal teams.
• Coordinate with various Wai Kai departments to facilitate smooth event execution, ensuring alignment with client expectations and operational needs.
• Manage event timelines, anticipate potential challenges, and implement solutions to ensure the successful execution of events.
• Handle client inquiries, conduct site inspections, and provide responsive communication throughout the event planning process.
• Oversee pre-event planning, onsite execution, and post-event follow-up, including financial reconciliations and client feedback.
• Maintain strong knowledge of Wai Kai’s evolving products, experiences, policies, and promotions to better serve clients and optimize event planning.
• Collaborate directly with vendors (e.g., rental companies, caterers) to ensure compliance with Wai Kai’s event policies and safety regulations.
• Utilize event management systems such as FareHarbor, Tripleseat, ALOHA, Smartwaiver, and Google Calendar for seamless coordination and documentation.
• Provide onsite support during event setup, execution, and breakdown, including basic operation of audio/visual equipment when needed.
• Manage post-event processes, including reporting, debriefs, and addressing any follow-up client needs.
• Adapt to changing business needs and contribute to continuous improvements in event planning and execution.
• Perform other related duties and responsibilities as needed to support the success of Wai Kai’s events and overall business operations.

Required Skills & Qualifications

• Minimum 2 years of experience managing or leading events (experience in Hawai‘i preferred)
• Proven ability to manage multiple events and projects simultaneously
• Strong background in the event and hospitality industry
• Exceptional communication skills (verbal & written) with a focus on problem-solving and customer service
• Comfortable working outdoors and standing for extended periods
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Valid Hawai‘i Driver’s License with reliable transportation and insurance
• Strong organizational skills, adaptability, and a positive, service-oriented attitude

Preferred Qualifications:

• Bachelor’s degree in Events, Hospitality, or related fields
• Familiarity with Hawaiian or Pacific cultures
• Experience in the health, wellness, and recreational industry
• Knowledge of facility management, including AV equipment, irrigation, and electrical
• Background in Food & Beverage or the Hospitality industry