Special Events Coordinator - Birchwood Inn Partners, LLLP

Events Coordinator Job Description 

The Event Coordinator will be responsible for helping to plan, execute and communicate the proper event details on all confirmed Banquet weddings, corporate meetings and social event bookings. This position will serve as the client’s main point of contact at The Birchwood once a contract has been confirmed. The Event Coordinator will be responsible for collecting the necessary pre-event details as outlined on The Birchwood Event Check-List and attend all wedding tastings. During an on-site event, the Event Coordinator will be the main liaison between the Client/Event Planner and The Birchwood Banquet Manager. The Event Coordinator will help monitor the event timeline/schedule and communicate any important changes in food/beverage serve times to the Banquet Manager. The Event Coordinator is responsible for leading weekly BEO Meetings with the kitchen team, beverage director, front of house managers, maintenance, etc. The Event Coordinator will assist with off-site events when needed, conduct tours as needed, and conduct Final Details Meeting with client. This position will work directly within the Banquet Sales Team and report to the Event Sales Manager. Standard days of work (Tuesday-Saturday) but flexible depending on events and flexible hours. Other duties/responsibilities of this position are as follows: 

Day-Of Event Coordination Duties 

▪ Check-in with Birch & Vine Management & Hostesses along with Front Desk Staff to
ensure everyone is aware of event details/times/location. 

▪ Check-in with any on-site Clients staying in the hotel via phone/email and establish an introduction between the client and the Banquet Manager/Event Coordinator. ▪ Conduct Ballroom walk-through prior to Client’s access to establish quality contract and ensure floor plan is accurate. (Table/chair counts, pressed linens, clean flatware/glassware & audio visual, open windows/curtains, turn down A/C, lights on, check restrooms, etc.) ▪ Review floor plan and confirm all table/seat counts/food allergy notification match with approved floor plan. 

▪ Assist with pre-wedding rehearsal/event coordination when scheduled. (Open the ballroom, greet guests, wedding planners, meeting planners, etc.) 

▪ Assist with on-site vendor requests/questions as needed. 

▪ Confirm ‘Event Signage’ has been placed at the main entrance and assist with guest arrivals to guide attendees to proper event location. 

▪ Communicate special event details to on-site Birchwood Security. 

▪ Attend the Pre-Shift Meeting as held by the Banquet Manager and greet/thank Banquet Staff. 

▪ During events, the Event Coordinator will monitor the ‘Banquet Floor’ to ensure the timeline is accurate and on track. Should any changes take place, The Event Coordinator will communicate directly with the Banquet Manager so adjustments to food & beverage service times can be made efficiently.

▪ Communicate The Event Coordinator’s departure with Client’s Event Planner/Banquet Manager and Chefs. Establish The Birchwood’s point of contact for the duration of the event. Complete Event Coordinator recap notes prior to departure. 

▪ Assist with Birchwood Annual Property Events as assigned. (Easter, Mother’s Day, Wine Dinners, Thanksgiving, New Year’s Eve, etc.) 

Job Skills: 

▪ Exhibit computer skills to include word processing, spreadsheet, and familiarity with brand specific property Management System(s). 

▪ Preferred (but not required) general knowledge of Social Tables, CaterEase, and PandaDoc programs. The Birchwood will provide training on our event software. 

▪ Exercise excellent communication, detail oriented, presentation, organization, time management, and listening skills. 

▪ Read and interpret documents and to write routine reports and correspondence. Job Qualifications: 

Education/ Experience: Prior experience in event coordination, weddings, event sales, banquets, or hotel operations is strongly preferred. 

• Health Insurance
• 401K - Matched
• Meal Discount
• PTO

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