Catering Event Coordinator

Client Communication & Event Planning: Receive contracted events from the Sales team and initiate post-sale communication with the client. Serve as the client's primary planning contact leading up to the event. Gather, organize, and confirm all event details, including guest counts, timelines, room setup, food and beverage selections, bar requirements, AV needs, décor, entertainment, vendors, signage, and special requests. Confirm event timelines and Run of Show details with the client and appropriate internal departments. Conduct venue walkthroughs with clients and vendors to confirm setup requirements and event logistics. Maintain consistent and professional communication with clients throughout the planning process. Support Sales Managers on events requiring additional or more complex planning. Communicate significant changes, additional requests, or items affecting the contracted scope to the appropriate Sales Manager.

Day-of Event Responsibilities: Review event spaces prior to client arrival to confirm that setup is consistent with the finalized BEO, floor plan, and client expectations. Confirm key event elements including room setup, tables and chairs, table numbers, signage, menus, food and beverage areas, AV requirements, and other contracted details. Greet clients upon arrival and serve as their initial point of contact. Address last-minute requests or concerns and coordinate solutions with the appropriate department. Introduce the client to the Banquet Manager and provide a clear handoff of event responsibilities once the event is ready to begin. Ensure the Banquet Manager is aware of any important client preferences, special requests, timeline considerations, or outstanding items. Assist the Banquet Manager with event coordination and execution as needed to ensure smooth and successful event operations. Remain available during the transition period to ensure the event begins according to plan.

Special Events & Race Day Support: Assist the Food & Beverage team with planning, preparation, coordination, and execution of major race days and special events. Provide operational support for signature race days including Pegasus World Cup, Holy Bull, Fountain of Youth, Florida Derby, and other major events as assigned. Assist with event-related logistics, signage, floor plans, vendor coordination, guest-facing materials, and other operational needs for large-scale events. Work collaboratively with Hospitality and Food & Beverage leadership to support high-volume operations and ensure event readiness.

Qualifications: Previous experience in hospitality, catering, events, banquets, Food & Beverage, or a related environment preferred. Excellent written and verbal communication skills. Strong organizational and time-management abilities. Exceptional attention to detail and follow-through. Ability to manage multiple events, clients, and deadlines simultaneously. Strong interpersonal skills and ability to develop professional relationships with clients and vendors. Ability to read, create, and understand event floor plans. Working knowledge of BEOs, event timelines, Run of Show documents, and banquet operations preferred. Strong problem-solving skills and ability to adapt to last-minute changes. Ability to work collaboratively with Sales, Banquets, Food & Beverage, Culinary, AV, Security, Housekeeping, Engineering, and other operational departments. Professional demeanor and ability to remain calm and solution-oriented in a fast-paced event environment. Proficiency in Microsoft Outlook, Word, Excel, and other applicable event-management software. Flexible availability based on event schedules, including evenings, weekends, holidays, and major race days. The role requires flexibility to work evenings, weekends, holidays, and major race days based on event schedule and business needs. The Event Coordinator must be comfortable working in a fast-paced hospitality and event environment that may include crowds, varying noise levels, changing weather conditions, and multiple events occurring simultaneously

Physical Demands and Work Environment: The position requires the ability to stand and walk for extended periods, move throughout indoor and outdoor event spaces, and occasionally lift or move items up to 25 pounds. The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This position involves a lot of walking and standing for long periods of time. While performing the duties of this job, the employee is regularly exposed to risks associated with travel between buildings and back and forth to other areas as may be required due to business demands. The employee is occasionally exposed to fumes or airborne particles, including second-hand environmental smoke. The employee may be exposed to the risks associated in attempting to resolve issues with extremely irate or difficult guests or staff members. The noise level in the work environment varies from light to moderate. Licenses, Certifications, Registration: Requires a Slot Professional License.