Corporate Event Organizer

2 weeks ago

White Sulphur Springs, West Virginia, United States The Greenbrier Hotel Full time

Job Description

Position: Event Coordinator

Department: Event Services

Position Overview:

This role is responsible for overseeing all facets of daily events, including the coordination of production and/or exhibitor setup, breakdown, and departure for in-house group business.

The Event Coordinator acts as the meeting planner's representative and serves as a liaison to all operational departments at the hotel.

Key Responsibilities of the Event Coordinator:

  • Exhibit a welcoming demeanor and the ability to be a role model, serving as a positive ambassador for our brand.
  • Cultivate exceptional relationships with team members and maintain effective partnerships with vendors or contracted associates.
  • Act as the intermediary between the Client, Event Services Manager, and other relevant operational departments at the hotel.
  • Safeguard the confidentiality of all events, guests, and detailed conference information.
  • Utilize Opera software to generate essential documents, including Banquet Event Orders, Change Logs, and Daily Event Lists.
  • Enhance and maintain program knowledge by reviewing Group Resumes, Diagrams, and Banquet Event Orders prior to group arrival. Collaborate with the Event Services Manager to identify, address, and resolve any issues or concerns.
  • Coordinate and oversee the entire on-site program with necessary operational departments to ensure the delivery of hotel products and services aligns with group plans outlined in Resumes, Diagrams, and Banquet Event Orders.

Responsibilities include but are not limited to:

directing setup; troubleshooting; welcoming guests; communicating with team members to ensure specifications are accurate; assisting with vendor setup; and supervising the teardown process.


  • Inspect meeting and banquet spaces for accuracy as detailed in Banquet Event Orders (BEO) and Diagrams.
  • Proactively address potential meeting or banquet room setup issues by utilizing available resources to fulfill client requests. Ensure that room requirements such as lighting, temperature, audiovisual equipment, and layout meet client expectations.
  • Inform clients about the current status of events and functions, including pending items and action items. Coordinate any necessary changes.
  • Relay any changes that may arise while groups are on property to the Event Service Manager and Event Coordinator Team.
  • Plan and execute Golf Groups, depending on the candidate's experience.
  • Attend and engage in staff meetings as required.
  • Communicate suggestions that may enhance our venue offerings and processes for special events.
  • Perform additional duties as assigned.
Qualifications for the Event Coordinator:

  • Possess excellent communication skills, both written and verbal.
  • Ability to adapt to using Opera, Knowcross, Concepts, Outlook, Social Tables, Safe Locks, and Open Tables to assist in daily tasks.
  • Highly organized and capable of managing the logistics of multiple events simultaneously with professionalism and tact.
  • High School Diploma or G.E.D.
  • Some college education or hospitality experience preferred.
  • Intermediate computer skills are required.
Work Hours and Physical Requirements:

  • Workdays and hours may vary based on business demands, including weekends and holidays.

Physical Requirements include:

Sitting, bending, stooping, arm/hand movement, and distant walking - all are continuous for up to 9 hours in a 9-hour shift.

Reports To:

  • Senior Event Services Manager

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