PalmWood Event Coordinator

Events Coordinator Job Description

SUMMARY:

The PalmWood Event Coordinator will be responsible for providing support and service to our event hosts and guests as well as our event sales, management, execution and culinary team members. This person will often be the first point of contact and expected to be visible at the Event Concierge desk when not engaged in other activities.  This position requires a flexible schedule including, not limited to days, nights, weekends, and Holidays.  The ideal candidate needs to have event sales, event service, hotel or restaurant experience and be capable of contributing to our system immediately with moderate training and guidance; along with excellent time management skills and extremely organized. The Coordinator will report directly to the Director of Catering.

Essential Functions and Responsibilities:

Event Coordinator Duties:

• Greet and assist all arriving guests then direct and assist event hosts and guests, extend courteous departures as guests leave PalmWood Events
• Initially respond to event inquiries via phone, email, Tripleseat, or Wedding Pro as required
• Coordinate, copy and route all event information – event orders, timelines, diagrams, etc. daily and weekly
• Schedule tours and follow-up calls for Sales Team
• Write Thank you notes and request reviews through Tripleseat
• Assist the Event Manager as needed on all aspects of event sales and planning – send payment reminders, event order confirmation emails along with guaranteed count emails prior to event
• Assist the Event Manager with room configurations (diagrams) and the menu selection process as required
• Create and distribute schedules – elevator, room, security and misc.
• Make and distribute Beverage and Dish Requisitions, coordinate execution with colleagues as needed
• Procurement of groceries/supplies as needed by Culinary or Event Team
• Packet printing and assembly, Brochures, Menu and Buffet Card, signage coordination with Creative
• Ensure all areas neat, cleaned and arranged according to standards daily and prior to event start
• Answer telephone courteously and efficiently as specified in departmental standards
• Handle guest complaints by following procedures and ensuring guest satisfaction
• Communicate maintenance/repair/housekeeping needs to management and through Impak if necessary
• Demonstration knowledge of PalmWood features and services
• Complete other duties or administrative tasks as assigned or required

Event Execution Duties:

• Assist the Event Captain, Servers and Bartenders with room set-up needs as needed
• Ensure proper setup and execution of all functions including opening and closing duties
• Coordinate, lead and guide event staff during setup, execution and cleanup of banquet events
• Clears room of all equipment at end of events and properly returns to storage
• Make and replenish coffee, tea and beverages.  Set up condiments. Ensure guests are provided with water, coffee, tea or beverages as needed
• Unload trays in the service area, racking glassware, scraping plates and separating silverware
• Separate linen according to house owned vs. house rental vs. host rental
• Set-up and registers with accurate menu, obtain bar menus and accountable for all money ensure bar is set per the event order
• Update consumption and guest counts on Banquet Event Orders to ensure proper billing
• Maintain complete knowledge of and strictly abide by state liquor regulations (TABC)
• Maintain complete knowledge of event set-ups, diagrams and room capacity
• Communicate with the client throughout the event to ensure all requests are met and to anticipate any needs with the ability to understand and anticipate guests’ service needs; concentrate and think clearly when providing service to guests
• Able to perform any and all duties, as required, of Event Server, Event Bartender, Private Dining Server and Event Houseman

QUALIFICATIONS:

• Previous event sales, event service, hotel or restaurant experience preferred
• Education: High School Diploma
• TABC Certification and Tarrant County/City of Fort Worth compliant Food Handler’s Certification
• Must have exceptional attention to detail and clerical accuracy.  Ability to prioritize, organize and follow up
• Must possess exceptional customer service skills and effective time management skills
• Professional grooming, appearance, communication and demeanor a must
• The employee is required to push, pull or lift items weighing up to 50 pounds
• Ability to work a flexible schedule to include nights, weekends and holidays as needed