Event Coordinator

Summary

Evergreen Events is looking for a part time Event Coordinator who will support the Event Team operations.  The Event Coordinator will support banquet services including weddings, galas, and special events across the 300-acre campus.  This position is responsible for touring prospective clients, handling administrative tasks and responding to email and phone inquiries. 

Essential Duties

Supports banquet service for weddings, galas, and special events across the Evergreen Events campus, ensuring setups, timing, and service meet established standards.

Assists the Event Operations Manager with daily administrative tasks related to each scheduled event and documents for consistency and accuracy.

Coordinates with rentals, seating charts, menu selections, guest counts, and adheres to timelines and event details.

Job Duties

• Assist the Event Management operations with event planning update.
• Collects menu selections, guest counts, and event details and documents for accuracy
• Coordinates rentals, seating charts, and timelines
• Communicates with vendors for assigned events
• Prepares event packets and internal documents
• Provides onsite coverage for select events or schedule overlaps
• Covers time off for other Event team staff and adds additional support during high-volume weeks, and seasonal surges
• Maintains organized digital event files
• Host overflow or secondary weekend tours
• Support open house events
• Assist with lead follow-up documentation
• Reviews any operational risk and shares with Event team so it can be identified and addressed timely.

• Assisting staff with event setup and breakdown as needed
• Communicates with Executive Chef weekly regarding upcoming events, menu needs, and special orders
• Communicates with other departments regarding staffing needs and business impacts with shared events
• Ordering and picking up catering items including wine, beer, spirits, and specialty food items as needed.
• Communicate and schedule services, deliveries, and pickups with vendors, such as linens, janitorial, and event rentals.
• Analyze, track, and report on event ROI based on predetermined pipeline, revenue, email marketing, project management, and similar systems.
• Provide logistics support for events. Tasks include scheduling, vendor management, AV services, catering, editing, organizing, and storing content related to events
• Continuously focus on improving customer satisfaction to create customer loyalty and deliver a positive event experience.
• Organizes required catering services and room and communication equipment setup.
• Determines appropriate responses to problems and emergencies.
• Displays high standards, fostering trust and cooperation among fellow team members and guests.       
• Has the ability to provide genuine hospitality to consistently exceed total guest satisfaction.
• Possesses a positive demeanor, welcomes change, enjoys working as part of the team and has a desire to serve our internal and external guests.
• Creative innovator who is able to contribute new ideas and solutions.
• Possess excellent communication skills (both written and verbal), organized, efficient, detail oriented and able to effectively manage multiple events at one time.
• Highly organized and proficient at managing multiple projects at a time
• Maintains punctual, regular, and predictable attendance.  
• Ability to work a flexible schedule to include weekends, evenings and holidays.
• Works collaboratively in a team environment with a spirit of cooperation.
• Respectfully takes direction from Supervisor.
• Other duties as assigned.

Requirements:

• Bachelor’s Degree or related discipline.
• Microsoft Office
• 2 years of event coordination experience preferred.
• Knowledge or experience with catering software such as CaterEase, Toast TripleSeat or Curate preferred.
• Ability to lift and carry up to 50lbs

 Certificates, Licenses and/or Registrations

OLCC Alcohol Service Permit and Oregon Food Handlers Card required.

We will hire a qualified candidate immediately

We aim to find the best candidate for the job - we are open to candidates from all backgrounds. If being a part of a team and collaborating with others excites you, this is the right place for you. Even if you do not believe you meet the requirements, go ahead and apply - we have other positions that may fit your skills.

Evergreen Events is an equal opportunity employer that promotes diversity and inclusion and offers a learning and team-focused environment.

EEO Statement

Evergreen Events provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.