Event Coordinator

Description

Position Summary

The Events Coordinator supports the Director of Events and Event Managers in the successful planning and execution of group and local events. This role serves as a key liaison between clients and hotel departments, provides administrative and operational support for events, and ensures clear communication, accurate documentation, and a high level of guest satisfaction in accordance with Hilton and Marcus standards.

Essential Duties and Responsibilities

• Answer telephone calls promptly and professionally, following Hilton and Marcus brand standards, and communicate information clearly and accurately to clients and internal departments.
• Provide administrative support including typing correspondence, preparing contracts, maintaining files, and managing office systems.
• Distribute contracts, resumes, room requests, amenities, memos, and related documents to appropriate hotel departments on a daily basis.
• Book, detail, and coordinate all in-house meetings.
• Qualify pop-up meetings and events and prepare thorough turnovers to Event Managers as needed.
• Assist with resolving client and operational issues such as pricing discrepancies, menu questions, banquet setups, guarantees, and seating charts, using sound judgment and discretion.
• Remain calm and professional during periods of high activity or emergency situations.
• Copy, print, scan, and distribute documentation for clients, in-house groups, and hotel teams.
• Create client-facing materials including event signage, tasting menus, breakfast vouchers, and related collateral.
• Coordinate and distribute daily operational documents such as BEO batches, resumes, daily change logs, and reports.
• Maintain organized electronic and physical event files and group folders for Event Managers.
• Track post-event and post-conference documentation and completion requirements.
• Assist with logistical coordination including bus parking and shuttle schedules.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

• Proficiency in Microsoft Word and Microsoft Excel.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to manage multiple projects and prioritize tasks effectively.
• Strong problem-solving skills with a customer-focused approach.
• Ability to respond promptly and knowledgeably to inquiries regarding hotel facilities, services, and menus.
• Ability to operate a multi-line telephone system.

Required Duties and Participation

• Attend catering, food and beverage, and department head meetings as required.
• Participate as a member of the Special Events Committee.
• Conduct site tours of ballrooms and event spaces and meet with clients as needed.
• Adhere to established grooming standards and maintain professional business attire.

Accountability

• Ensure guest satisfaction through timely, accurate, and professional follow-up communication.
• Adhere to hotel and corporate policies and procedures.
• Maintain accurate and up-to-date administrative and event files.
• Maintain reliable attendance and punctuality.
• Support achievement of assigned monetary or performance goals as determined by the Director of Events and General Manager.

Experience and Education Requirements

• High School Diploma or equivalent required.
• Prior administrative or hospitality experience preferred.
• Strong typing and computer skills with speed and accuracy.

Marginal Job Functions

• Relay messages and information to in-house clients.
• Assist with purchasing client gifts or special-request amenities as directed.
• Deliver packages, printed materials, and event-related documentation.
• Provide coverage support for other departments or assistants as directed by the Director of Events.