Description

Position Overview:

The Private Events Coordinator is responsible for assisting the Private Events team in providing complete event services for our members. This individual in this role is also expected to provide lateral service within the Club as needed, as communicated by the Director of Catering. 

Private Events Coordinator

We’re looking for a motivated, organized, and hospitality-minded professional to join our Private Events Sales team as an Event Sales Coordinator. This is an entry-level opportunity for someone looking to build their career in hospitality, events, and sales while gaining hands-on experience in a fast-paced private club environment.

In this role, you’ll work closely with the Private Events Sales Managers and Director of Catering to support the planning and execution of events at the Club. You’ll assist with client communication, event details, proposals, contracts, and internal coordination, while learning how an event moves from initial inquiry through completion.

The ideal candidate is highly organized, detail-oriented, personable, and eager to learn. You should enjoy working with people, have a strong interest in hospitality and events, and be comfortable managing multiple priorities while maintaining a high level of professionalism and attention to detail.

Schedule: Monday–Friday, with occasional evening and weekend availability as needed.

Essential Job Functions:

• Answer the Private Events sales line and collect preliminary information from members and prospective clients, including event date, type of event, guest count, and other pertinent details 
• Check date availability and, when appropriate, provide alternative dates or connect the caller with an available member of the Sales Team.
• Respond to and assist with routine member and client inquiries in a professional, friendly, and timely manner.
• Assist Private Events Sales Managers with client communications, event details, proposals, contracts, and other sales-related materials.
• Handle in-house event requests and process internal clients with the same level of organization and attention to detail as external events.
• Provide support for client site visits and tours when other members of the Sales Team are unavailable.
• Prepare anniversary notes and other appropriate follow-up communications for past wedding clients.
• Assist with other clients and member communications as directed by the Private Events Sales Team.
• Proofread weekly BEOs and identify missing or incomplete information before distribution of the weekly BEO packet.
• Assist with creating and updating BEOs for Activities and Private      Events as needed.
• Distribute BEOs and other event documents electronically and in physical form as required.
• Distribute guarantee sheets and other documents from the Activities and Private Events departments to the appropriate Club departments.
• Maintain the BEO Binder and ensure documents are organized and current.
• Maintain the UBI Binder, ensuring forms are filed appropriately by month and readily available as a backup resource.
• Ensure contracts, UBI forms, and other required event documentation are properly uploaded and saved to the O: Drive and Tripleseat.
• Distribute and communicate event changes, revisions, updates, and other pertinent information to the appropriate departments as soon as practical.
• Assist with the preparation and organization of event materials and documentation.
• Support the Activities and Banquets teams on projects and events as assigned by the Director of Catering.
• Manage the event deposit schedule by pulling a weekly report of upcoming deposits and assisting with member/client payment notifications.
• Manage the Club's event box process, including deliveries and shipping.
• Maintain an accurate record of all event boxes entering and leaving the Club.
• Notify Managers and Banquet Captains of incoming boxes and provide appropriate pickup or delivery instructions.
• Communicate directly with clients regarding boxes or materials that have not been picked up within the expected timeframe.
• Maintain an organized inventory of department office supplies and place orders as needed.
• Assist with maintaining an organized and efficient Private Events office and shared resources.

Sales & Client Support:

• Answer the Private Events sales line and collect preliminary information from members and prospective clients, including event date, type of event, guest count, and other pertinent details.
• Check date availability and, when appropriate, provide alternative dates or