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Event Coordination Manager

2 months ago

Atlanta, United States Capital City Club Full time
Job Overview

Key Responsibilities:

  • Assist members in scheduling, organizing, and executing private banquet events, including corporate, civic, and social gatherings.
  • Engage in service-oriented sales and provide clear logistical support for all aspects of event planning.
  • Collaborate closely with the Catering Director, Banquet Manager, and Banquet Chef to ensure all details align with member and guest expectations.

We are looking for a dynamic and experienced professional to lead the catering operations at Brookhaven.

Note: This role does not involve culinary responsibilities.

Specific Duties Include:

  • Provide members and guests with information regarding calendar availability, policies, and pricing for private events.
  • Conduct site visits and planning meetings to gather essential details and offer expert guidance.
  • Prepare banquet contracts, compile menus, and create Banquet Event Orders (BEOs) while coordinating additional services as needed.
  • Inspect room setups prior to events and greet hosts, introducing them to the banquet management team.
  • Manage post-event communication, including thank-you notes and invoicing.
  • Work in partnership with the Club Event Manager on club functions and resource management.
  • Assist the Catering Director in promoting and marketing the club's event facilities to members.
  • Provide feedback on events to identify future needs and implement improvements for optimal event quality.
  • Generate necessary confirmation letters, sponsor letters, and invoicing documentation.
  • Ensure accurate billing by reconciling catering tickets and following up on discrepancies.
  • Maintain daily guarantees and manage changes to event BEOs.
  • Create ongoing documentation for banquet, culinary, front desk, and housekeeping teams.
  • Keep banquet software updated with all relevant information and communicate changes promptly to the appropriate departments.
  • Participate in professional development and training to stay informed about new products and trends that enhance event experiences.
  • Lead weekly BEO operations meetings and attend management meetings as needed.
  • Perform additional duties as required.

Qualifications:

  1. A minimum of two years' experience in a high-volume catering environment, private club, or upscale hotel preferred.
  2. Strong verbal and written communication skills are essential.
  3. Proficiency in Microsoft Office Suite, including PowerPoint, Photoshop, and Publisher, with the ability to learn catering-specific software.
  4. Availability to work evenings and weekends is required.
  5. Physical requirements include sitting, walking, and light lifting as necessary.

All applicants must undergo drug testing as a condition of employment.