Events Coordinator

EVENTS COORDINATOR

Supervisor: Food & Beverage Director

FLSA Status: Exempt, Full-time, Salary

Location: Malvern, PA

What We’re Looking For:

Chester Valley Golf Club is looking for a dedicated Events Coordinator to work closely with the Food & Beverage Director and General Manager to organize CVGC’s events programs. This individual will also be responsible for all day-to-day catering services. The Events Coordinator will develop contracts for and oversee all administrative and operational aspects of preparing and selling events and catered parties. They will work with banquet and other departments to ensure that the members’ and guest’ expectations are exceeded, and the highest quality food and service are delivered. CVGC is looking for an Events Coordinator who will work independently, as well as part of a team, with flexibility and eagerness to learn and to take initiative on a variety of responsibilities.

Job Tasks/Duties:

• Promotes, advertises, and markets the club’s social event facilities and capabilities to all members.
• Develop a fun & exciting social calendar with the Food & Beverage Manager for our members by engaging all of the club’s unique demographic categories.
• Assists members in arrangements for special dinner requests in the dining room.
• Helps member clients arrange banquets, luncheons, meetings, weddings, dances, and other social events; obtains pertinent information needed for guest planning.
• Works with the Executive Chef to determine selling prices, menus, and other details for catered events; oversees the development of contracts; assures that pre-planned banquet menu offerings are current and reflect general member interests.
• Transmits necessary information to and coordinates event planning with production, serving and housekeeping staff; arranges for printing of menus, procuring of decorations, entertainment, and other special requests, etc.
• Inspects finished arrangements; may be present to oversee the actual greeting and serving of guests.
• Checks function sheets against actual room setup; oversees personnel scheduling for special functions and may help supervise service personnel.
• Oversees scheduling of banquet service employee meetings.
• Responsible for hands-on service work when needed and orchestrating events when necessary.
• Manages complaints.
• Maintains past and potential client files; schedules calls or visits to assess ongoing needs of prospective clients for catering services.
• To submit a weekly daily sales report to the Food & Beverage Director.
• Assists with completion of in-house banquet event orders (BEOs).
• Helps develop catering budgets; reviews financial reports and takes corrective actions as appropriate to help assure that budget goals are met.
• Represents members’ needs and interests on applicable club committees.
• Critiques functions to determine future needs and to implement necessary changes for increased quality.
• Attends staff and management meetings to review policies and procedures, future business and to continually develop quality and image of banquet functions.
• Ensures the security of club’s members’ and guests’ valuables during catered events.
• Assumes responsibility of manager-on-duty when necessary.
• Ensures that proper housekeeping and energy conservation procedures are always followed.
• Plans professional development and training activities for subordinate staff.
• Diagrams room layout, banquet item placement and related function details.
• Meets with other department managers to plan food and beverage aspects of special events organized by the staff members.
• Manages banquet billing and arranges prompt payment for all events.
• Updates weekly function information for all affected staff.
• Serves as liaison between kitchen, service, and management staff.
• Maintains club’s master online calendar in conjunction with Marketing Department.
• Performs special projects as assigned by the Food and Beverage Director.
• Will attend scheduled staff meetings.
• May serve as the Club’s opening and closing manager or manager on duty.
• May perform duties of a dining room manager on occasion.
• Other duties as assigned within the scope of position expectations.

Job Knowledge, Core Competencies and Expectations

• Ensures all Club rules and standards are met by Members and their guests. Communicates with supervisor/Board of Governors when they are not.
• Promote the club’s dining facilities for private banquets, business and social meetings and other member-related activities.
• Assures a high standard of appearance, hospitality, and service in lounge areas.
• Knowledgeable of all aspects of department and daily club operation, including scheduled events and operating hours.
• Acts ethically and honestly at all times.
• Strong organizational skills.
• Assures that all state and local laws and club policies and procedures for the service of alcoholic beverages are consistently followed.
• Knowledge of and ability to perform required role during emergency situations.

Physical Demands and Work Environment

• Must be able to push, pull or lift up to 50 pounds.
• Must be able to handle hot and cold interior and outdoor conditions, as well as noisy environments.
• Independent mobility throughout the clubhouse.
• Must be able to stand for long periods and walk, climb stairs, balance, stoop, kneel, crouch, bend, stretch and twist or reach.
• Must have a high level of physical fitness.
• Must be comfortable completing continuous repetitive motions.
• Unusual working conditions: May be scheduled nights, weekends, holidays and occasional overtime; may work indoors or outdoors in a variety of weather conditions; working with wet/slippery floors, sharp objects, fumes and electrical equipment.

Education and/or Experience

• High School diploma or GED (required)
• Associate degree or higher in hospitality management, sales or related field (preferred)
• Minimum two years of experience in catering operations with large focus is outside sales (required)
• Extensive knowledge of the private club industry’s food and beverage operations (preferred)
• Must have open availability for flexible scheduling
• Must have an approachable disposition
• Strong communication skills
• Experience with Jonas Encore (preferred)
• Knowledge of and experience with Microsoft Office Suite

Licenses and Special Requirements

• Current ServSafe Food safety certification (preferred)
• Must be 18 years or older to remain in compliance with the legal age to prepare and serve alcoholic beverages in PA.
• Current RAMP Alcoholic beverage certification.

Benefits*:

• Competitive Salary Pay Rates.
• Affordable Health, Dental, and Vision Insurance.
• Voluntary 401K Retirement plan includes an employer match in relation to employee’s contributions.
• Generous Paid Time Off plan (including Vacation and Sick PTO).
• Employee Assistance Program (EAP) offers employees family care services, legal services, and financial services.
• Employee Discount on apparel and golf supplies at the Club’s Golf Shop.
• Daily Meals are served for employees at approximately 11:00 am and 4:00 pm.
• Employees are eligible to Golf onMonday afternoons. Other days with advance approval by the General Manager.
• Positive Team Culture: Chester Valley Golf Club is dedicated to having a thriving, welcoming, positive, supportive, and hospitable environment. Our values include Teamwork, Leadership, Support, Reliability, and Respect.

** Statements are not intended to encompass all details of available employee benefits. Restrictions may apply based on position hours and tenure.

Equal Opportunity Employer

Chester Valley Golf Club (CVGC) is an equal opportunity employer, and it is our policy that employees and applicants will not be subjected to unlawful discrimination or harassment based on race, col-or, religion, sex, age, national origin, veteran’s status, marital status, physical or mental disability, sexual orientation, or any other basis prohibited by applicable state, federal or local laws.

Accordingly, CVGC will hire, train, and promote individuals in accordance with this Equal Employment Opportunity Policy; make decisions according to the principle of equal opportunity by imposing only bona fide occupational qualification requirements for employment opportunities; and administer all personnel practices and programs (including, but not limited to, compensation, benefits, transfers, and training) in accordance with this Equal Employment Opportunity Policy.

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Evenings as needed
• Evening shift
• Rotating weekends

Education:

• Bachelor's (Preferred)

Experience:

• country club: 2 years (Required)

Ability to Commute:

• Malvern, PA 19355 (Required)

Ability to Relocate:

• Malvern, PA 19355: Relocate before starting work (Required)

Work Location: In person