Event Coordinator

Event CoordinatorThe Event Coordinator supports the Sales department at E11EVEN Club Hotel & Residences by coordinating and servicing group meetings and events from booking through execution. Working under the direction of the Director of Catering & Conference Services, this role serves as a key point of contact for clients, prepares event documentation, communicates details to hotel departments, and ensures every event is executed accurately and to the highest standards. The Event Coordinator also supports the sales team with inquiries, proposals, and outreach efforts.ResponsibilitiesEvent Coordination and Execution:Understand and respond to all client and guest needs and requests in a timely and professional manner.Act as liaison between the hotel and meeting planners to ensure successful events, including obtaining rooming lists, establishing billing, monitoring group room blocks, welcoming VIPs, coordinating amenity requests, handling on-site event logistics, and coordinating outside vendors.Prepare group resumes giving hotel departments an overview and schedule of each event, including the agenda, AV requirements, VIPs, billing arrangements, and amenity requests.Assist clients in planning food and beverage events, including menu and wine selection, decorations, entertainment, and audio visual.Create, distribute, and update accurate Banquet Event Orders (BEOs) that include detailed information on the agenda, menu items, room setup, and billing arrangements.Meet clients upon arrival and participate in pre-conference reviews, including the introduction of Department Heads, an overview of events, and guest arrival details.Ensure event spaces are properly set up and events run according to the BEO.Communicate last-minute changes in group functions to hotel staff and ensure accurate and satisfactory follow-up.Participate in post-conference reviews with clients, including the presentation of banquet checks when applicable.Review final bills for accuracy before they are sent to clients, compile any cancellation or attrition charges, and send thank you notes and meeting critiques; communicate feedback according to hotel guidelines.Enter and maintain accurate client information, bookings, and reports in the sales and catering system.Attend daily, weekly, and monthly meetings as directed.Sales Support:Respond to incoming event inquiries and qualify leads, routing them to the appropriate Sales or Catering Manager as needed.Assist in preparing proposals, contracts, and client correspondence for review by the Director of Catering & Conference Services.Assist with collecting deposits and payments according to contract terms.Support sales outreach efforts, including mailers, emails, local trade shows, and sales blitzes, and help maintain the Weekly Sales Outreach Tracker.Assist in building positive relationships with clients, the local community, and industry partners.Assist the Director of Catering & Conference Services with monthly group food and beverage revenue forecasts.Maintain company standards and perform other duties as assigned by management.QualificationsBachelor's degree in Hospitality Management, Business Administration, or a related field preferred.One to two (1-2) years of experience in hotel or restaurant events, catering, or sales support.Strong attention to detail and organizational skills.Strong interpersonal and communication skills, with a customer-focused attitude.Problem-solving skills and the ability to remain calm during live events.Familiarity with CRM or sales and catering software preferred.Ability to work independently and as part of a team.Flexible schedule, including evenings, weekends, and holidays, based on event needs.Licenses or Certificates:Ability to obtain and/or maintain any government required licenses, certificates, or permits.BenefitsWe are pleased to offer to our full-time associates a comprehensive and competitive benefits package designed to support your health, well-being, and financial future.Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance401(k) Retirement Plan with employer matching contributionsPaid holidaysPaid vacationPaid sick leave (provided in accordance with applicable law)Employee assistance program (EAP)Educational opportunities / Tuition reimbursementPaid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable lawFor Employees Based in Washington:8 paid holidays per yearUp to 20 days of paid vacation per year, based on classification and length of servicePaid Sick & Safe Time accrues at 1 hour for every 30 hours worked, with up to 72 hours of unused time carried over from one anniversary year to the next.For Employees Based in Colorado:8 paid holidays per year; employees working in the City of Denver receive 64 hours of designated holiday time per calendar yearUp to 20 days of paid vacation per year, based on classification and length of service6 days or 48 hours of Paid Sick Leave per year, accrued at 1 hour for every 30 hours worked.For Employees Based in California:8 paid holidays per yearUp to 20 days of paid vacation per year, based on classification and length of service, capped at 1.5x annual accrual rate; non-supervisory employees working in the City of Los Angeles accrue up to 22 days of Compensated Time Off, based on length of service capped at 192 hours of combined PST and CTO.Paid Sick Time accrues at 1 hour for every 30 hours worked, unused time is carried over from one anniversary year to the next up to a maximum of 80 hours; employees working in the City of Los Angeles are provided 40 hours of Paid Sick Time annually on their anniversary, unused time is not carried over from one anniversary year to the next.Please note that certain benefits described above for associates in Washington, Colorado, and California may vary for associates covered by a Collective Bargaining Agreement ("CBA"). For such associates, eligibility for and the terms and conditions of benefits are governed by the applicable CBA and any applicable plan documents, and may differ from the benefits described above. In the event of any conflict or inconsistency, the terms of the applicable CBA and governing plan documents will control, as applicable.**The above-referenced benefits do not apply to part-time positions