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Event and Experience Coordinator

3 weeks ago

Calgary, Canada REAL HR Inc. Full time

**EVENT AND EXPERIENCE COORDINATOR**

**Position Objective**:
Responsible for overseeing every aspect of club and external events. This role is integral to managing daily food and beverage operations while training and monitoring team members to maintain high service standards.

**Structure**:

- **Reports to**: Food and Beverage Manager
- **Direct Reports**: Food and Beverage hourly staff members
- **Works with**: Assistant Food and Beverage Manager, Executive Chef, Marketing Manager, Golf Professional, House Manager, Accounting Manager, Superintendent

**Duties and Responsibilities**:
1. **Member Events**
- Build and maintain professional, respectful relationships with club members.
- Schedule all events for the season and manage function room bookings.
- Act as the primary contact for various committees, including Ladies’, Men’s, Senior’s, and Junior Committees, to coordinate their events.
- Create and promote new non-golf events to enhance member engagement.
- Book private member events in alignment with club policies.
- Collaborate with the Golf Professional to reserve appropriate tee times for golf events.
- Maintain an accurate and up-to-date events calendar on the club website.
- Participate in weekly event planning meetings with key department heads.
- Partner with the Marketing Manager to promote events effectively.
- Publish event details on the club website at least one month in advance.
- Prepare detailed event outlines (BEOs) two weeks ahead of each event.
- Serve as an expert on event information to address member inquiries.
- Enforce club rules and policies as needed.
- Ensure all events are accurately billed to member accounts.

2. **External Events**
- Serve as the main contact for external events, including golf tournaments, meetings, banquets, and weddings.
- Manage event renewals, inquiries, and outgoing sales efforts.
- Grow external events within guidelines set by leadership.
- Book function spaces and tee times for external events.
- Handle contracts, deposits, and invoicing for external clients.

3. **Department Management**
- Ensure compliance with food and safety regulations.
- Uphold established service standards in all areas.
- Support the Food and Beverage Manager and Assistant Manager in maintaining high service levels across outlets.
- Develop comprehensive event packages in collaboration with department heads.
- Act on feedback from members and clients to improve events continuously.
- Work with the Food and Beverage Manager to plan staffing levels for annual events in the budget.
- Provide reports to the General Manager as requested.
- Coordinate with the accounting team to ensure accurate and up-to-date event accounts.
- Ensure event equipment and décor are used and presented professionally.
- Maintain an organised and professional workspace.

**Requirements**:

- Minimum of 3 years of experience in an event planning role, preferably in a food and beverage environment.