Banquets - Banquets Event Coordinator

Job Title: Banquets Event Coordinator
Position Summary
The Event Administrative Assistant provides vital administrative support to the Banquets & Events team, ensuring seamless planning, communication, and execution of all catered events. This role is key to delivering exceptional guest service while supporting revenue growth through organized and efficient event coordination.
Hourly Rate - $25
Key Responsibilities
Event & Administrative Support
• Coordinate with Event Managers to compile and distribute weekly event schedules.
• Create, update, and distribute Banquet Event Orders (BEOs).
• Draft event signage and documents using Microsoft Office tools.
• Handle daily administrative needs, including correspondence, filing, and document preparation.
• Answer phones, route calls, and relay messages to the appropriate team members.
Billing & Documentation
• Collect and compile billing details for all events.
• Enter billing information into the hotel's accounting system accurately and promptly.
• Maintain organized records for all event documentation and correspondence.
Guest Service & Communication
• Support Event Managers in client communication and follow-up.
• Address guest concerns within scope of authority, escalating to management as needed.
• Assist with event setup and service when necessary, stepping into server duties if required.
Inventory & Supplies
• Maintain and order banquet supplies as indicated in BEOs.
• Ensure all required items are available for event execution.
Compliance & Safety
• Adhere to all hotel safety policies, including use of Personal Protective Equipment (PPE) when required.
• Report safety hazards or incidents promptly to management.
• Comply with OSHA regulations and hotel’s HAZMAT program.

Additional Duties
• Assist in managing timekeeping entries for banquet team members.
• Report unusual incidents (e.g., theft, intoxicated or disruptive behavior).
• Work flexible hours including weekends, holidays, and alternate shifts based on event schedules.
• Maintain professional appearance and demeanor at all times.
Qualifications
• Experience: Minimum 6 months of prior office administration experience required.
• Knowledge: Familiarity with food & beverage service and event coordination preferred.
• Skills:
◦ Strong communication and customer service skills.
◦ Proficiency in Microsoft Office; ability to learn hotel-specific systems.
◦ Basic math and problem-solving abilities.
◦ Detail-oriented, highly organized, and able to multitask in a fast-paced environment.
• Education: High school diploma or equivalent required.
Physical & Working Conditions
• Must be able to stand, walk, and move quickly for extended periods.
• Occasional lifting (up to 50 lbs), bending, pushing/pulling carts.
• Exposure to loud noise, hot surfaces, cleaning chemicals, and crowded environments.
• May be required to work in indoor and outdoor conditions, including extreme heat.

Work Environment & Expectations
• Must be reliable, punctual, and able to work with minimal supervision.
• Team-oriented attitude with a strong sense of responsibility.
• Expected to maintain confidentiality, professionalism, and a service-first approach.