Event Coordinator

Event Coordinator

Job Classification: Exempt

Reporting Relationship: Food & Beverage Services Manager, General Manager

Primary Accountability:

The Event Coordinator is responsible for the sales, planning, coordination, and execution of club events ranging from 10–250 guests, including weddings, corporate events, tournaments, member functions, and other club gatherings. This role coordinates banquet and event service staff, manages event logistics, and ensures events are executed according to the club’s hospitality and service standards. The Event Coordinator works under the direction of the Food & Beverage Services Manager and collaborates with the culinary and service teams to deliver exceptional experiences for members, guests, and clients.

Essential Job Functions:

Event Sales & Booking

· Serve as the primary client contact throughout the planning process and during events

· Respond to event inquiries, conduct site tours, prepare proposals and contracts, and convert inquiries into confirmed bookings for club events including weddings, corporate functions, tournaments, member events, and social gatherings

· Assist Marketing Manager in promoting club functions and events within dining outlets and other areas of the clubhouse

· Maintain and manage the club’s master event calendar and event documentation

Event Coordination & Supervision

· Coordinate and oversee event planning and execution to ensure events are carried out according to Banquet Event Orders and club service standards.

· Coordinate event logistics across the culinary team, service staff, vendors, and other relevant departments

· Prepare and distribute Banquet Event Orders (BEOs) detailing menus, timelines, room setups, and operational requirements

· Conduct pre-event briefings with banquet staff to review event timelines, service expectations, and special requests

· Monitor event flow and guest satisfaction during events, addressing concerns and communicating service adjustments as needed

· Greet members and guests and observe service to ensure club hospitality standards are maintained

Event Staffing & Operations

· Provide event-specific direction to banquet staff during event execution; overall service management and staffing decisions remain under the supervision of the Food & Beverage Services Manager

· Assist the Food & Beverage Services Manager with event staffing and payroll verification for banquet staff

· Monitor event staff compliance with club policies including dress code, service standards, and professionalism

· Maintain the appearance, cleanliness, and organization of banquet equipment and event-related facilities

· Assist in developing and implementing departmental policies, procedures, and operational improvements related to events

Financial, Administrative, & Compliance

· Assist with reconciliation and documentation for event-related Point-of-Sale transactions and additional billing

· Assist the Food & Beverage Services Manager in monitoring the financial performance of the events program and identifying opportunities for improvement

· Ensure proper handling procedures are followed to minimize breakage and food waste; ServSafe certification required if not already obtained

· Ensure compliance with applicable federal, state, and local laws related to food and beverage service and event operations

Qualifications:

· 2–4 years of experience in hospitality event coordination, banquet operations, catering sales, or private event management with 50+ guests preferred

· Strong organizational, communication, and time-management skills with the ability to manage multiple events simultaneously

· Flexibility to work evenings, weekends, and holidays based on the club’s event schedule

· Ability to read and interpret operating procedures and prepare routine reports and correspondence.

· Ability to apply practical problem-solving skills and manage multiple priorities in a fast-paced hospitality environment

· Sales confidence and ability to work directly with clients during event planning and execution

· Ability to communicate effectively with members, guests, and staff

· Ability to understand event pricing, service charges, and basic banquet calculations

· Proficiency in Microsoft Office; ClubEssential and Perfect Venue experience preferred

· Must provide required employment eligibility documentation upon hire

Benefits:

· Competitive salary

· Annual bonus structure

· Health and dental insurance

· Base life insurance coverage

· 3% IRA employer matching with personalized retirement consultation

· Monthly phone stipend

· Possible education and professional certification reimbursement

Physical Requirements:

· Ability to stand and walk for extended periods during events

· Ability to lift or move event materials and supplies up to 30 pounds

· Ability to use a computer and read digital and printed materials

Work Environment:

· Hospitality-driven schedule requiring evenings, weekends, holidays, and extended hours during peak event periods

· Fast-paced environment balancing office-based planning with active event oversight in the clubhouse

· Frequent interaction with club members, guests, and staff across multiple departments

Additional Duties:

This job description is intended to describe the general duties and responsibilities of the position and is not intended to be an exhaustive list of all tasks. Additional duties may be assigned as needed by management.

Application Instructions:

Applicants should submit a resume and brief cover letter outlining their relevant event coordination or hospitality experience to brie@lawrencecountryclub.com and adam@lawrencecountryclub.com. Please include the phrase “Event Logistics” in the subject line of the application email.