Assistant Events Coordinator

Event Manager

Job Summary

Promote, price, plan, coordinate and supervise the execution of all special party, banquet and event functions. Ensure that customer requirements and specs are adhered to and that functions run smoothly, efficiently and profitably.                

• Promote, work, and act in a manner consistent with the mission of Golden Ocala Golf & Equestrian Club.
• Solicit and promote special event business through advertising, cold-calling, contacting past customers, relationships with local businesses and other cost-effective activities.
• Consult with guests to determine objectives and requirements for events such as meetings, special parties, and banquets.
• Negotiate final pricing, prepare contracts and secure customer signatures.
• Collect deposits as required at least 14 days before the event.
• Develop and maintain an updated and detailed price sheet of all billable products and services that accurately reflects today’s costs and the company’s profit objectives.
• Document final arrangements with clients on function sheet.
• Obtain all specifications and pertinent information concerning the event, including but not limited to, number attending, schedule of events and menu.
• Regularly review upcoming events’ function sheet and have a thorough understanding of all requirements on upcoming scheduled events.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Requisition or obtain equipment and supplies needed for each event, ensuring that they meet guest expectations and requirements.
• Confer with team members at a chosen event site to coordinate details.
• Inspect event room prior to the start of each function (check room setup, menu, service staff, etc.) to be sure it conforms to the function sheet.
• Maintain records of event aspects, including financial details.
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of guests, and resolution of any problems that arise.
• Continually observe, direct and assist team members where necessary during the entire event.
• Ensure that all the details as per the function sheet are performed.
• Evaluate and select providers of services according to customer requirements.
• Plan and develop programs, agendas, budgets, and services according to customer requirements.
• Provide special events team with a copy of each function sheet to gain a thorough understanding of event specifications prior to the function.
• Continually strive to develop your team in all areas of managerial and professional development.
• Prepare all required paperwork, including forms, reports and schedules in an organized and timely manner.
• Prepare and complete and accurate bill to the guest at the completion of the function and collect final payment.
• Direct and supervise breakdown and cleanup after the event.
• Account for all equipment and supplies. Return restaurant items to storage areas.
• Return or arrange for return of rented materials.
• Conduct post-event evaluations to determine how future events could be improved.
• Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries.
• Greet guests prior to the start of each function and be present throughout the event to assist where needed.
• Attend all scheduled team meetings and offers suggestions for improvement.
• Coordinate with and assist fellow employees to meet guests’ needs and support the operation of the restaurant.
• Fill-in for fellow employees where needed to ensure guest service standards and efficient operations.

• Cash registers, Point-of-sale terminals, POS software, and workstations.
• Personal computers, tablets, smart phones and/or handheld devices.
• Multimedia projectors, overhead projectors
• Public address systems, two-way radios
• Software: Customer relationship management (CRM), data base user interface and query software, desktop publishing, electronic mail, financial analysis, graphics or photo imaging, internet browser, map creation, Office suite, presentation, project management ,spreadsheet software, platform development, word processing, and web applications.