Special Events Coordinator
On-sitePalm Beach, Florida, United States
Job Summary
Coordinate all aspects of planning, coordination, and execution for special events, assisting the Director and Manager of Special Events in daily operations. Maintain internal systems and platforms for event sales, tracking, and reporting; generate and distribute daily, weekly, and monthly reports on upcoming events, group bookings, and revenue projections. Prepare event documentation including proposals, contracts, Banquet Event Orders, and client correspondence while contacting clients to finalize details and assist with vendor scheduling. Distribute BEOs to all departments, provide information on food and beverage options, and ensure event spaces meet brand standards. Support site inspections, walkthroughs, and menu tastings, then monitor entertainment schedules and reconcile private bookings with in-house programming. Assist with in-house event execution, track rental needs, and submit internal work orders. Serve as point of contact for select clients and help fulfill VIP guest amenities in collaboration with Front Office and Housekeeping.
Required Qualifications
- High School Diploma or equivalent
- Exceptionally detail-oriented, with a sharp eye for accuracy and consistency in all tasks
- Ability to prioritize and organize work assignments; ability to successfully handle multiple assignments
- Ability to focus attention on details
- Ability to suggestively sell and up-sell services and items
- Thorough knowledge of hotel services and amenities
- Availability to work holidays, weekends, and periods of high demand
- Oral Comprehension - demonstrates ability to listen to and understand information and ideas presented through spoken words and sentences
- Reading Comprehension - demonstrates understanding of written sentences and paragraphs in work-related documents
- Computer Skills - Proficient with Microsoft Office Suite or related software
- Excellent guests service skills and passion for hospitality
- Excellent telephone etiquette skills
- Ability to focus attention on guest needs; remaining calm and courteous at all times
- Good knowledge of hotel PMS systems
- A team-oriented mindset with flexibility and a can-do attitude
- High level of professionalism and poise in client and vendor interactions
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