Event Coordinator - Railyard Event & Conference Center

Event Coordinator - The Railyard Event & Conference Center

The Railyard Event & Conference Center will be a premier destination for Conventions, Conferences, Meetings, Dinner Shows, and Entertainment in the heart of Elkins, West Virginia. It is expected to open in Summer 2026 but we are hiring for key positions NOW to ensure a smooth opening of this fantastic new facility!

Position Summary

The Event Coordinator is responsible for managing all final details of events from start to finish. This includes banquets, business meetings, social events, job fairs, fundraisers, and all catered functions at the Railyard Event & Conference Center. The role requires strong organizational skills, exceptional communication, and the ability to ensure seamless execution of events through effective planning, coordination, and day-of management.

Key Responsibilities

Event Planning & Coordination

• Manage event setup, day-of coordination, vendor communication, deliveries, and client needs


• Maintain and coordinate event timelines, setup requirements, and production schedules


• Attend all client meetings in advance of events and maintain accurate records and documentation


• Plan and coordinate catered event details, including ordering goods, determining quantities, and scheduling staffing levels


• Recommend personnel assignments and ensure appropriate manpower for each event


• Conduct rehearsals, tastings, and walk-thrus as needed

Event Execution

• Ensure rooms and event spaces are properly set up according to client specifications


• Inspect final arrangements and collaborate with department heads to ensure smooth execution


• Monitor service standards and ensure high quality production and guest experience


• Communicate all event details to appropriate support staff and departments

Administrative & Support Duties

• Maintain accurate event files, notes, and documentation


• Support the Food & Beverage Director with event-related tasks and followup


• Perform additional duties as assigned

Qualifications

• Associate’s or Bachelor’s degree in Events Management, Communications, Hospitality, or related field preferred


• Minimum of 1 year of experience or demonstrated interest in day-of event management


• Experience in hospitality with the ability to adapt and make effective decisions under pressure


• Proficiency in Microsoft Word, Excel, and Google applications

Competencies

• Dependability: Reliable, responsible, and committed to fulfilling obligations


• Initiative: Willingness to take on responsibilities and challenges


• Attention to Detail: Thorough and accurate in completing tasks


• Judgment & Decision Making: Able to evaluate options and make timely decisions, even under stress


• Achievement/Effort: Sets and pursues challenging goals with strong work ethic


• Social Orientation: Enjoys working with others and building positive relationships


• Cooperation: Maintains a pleasant, team-oriented attitude


• Leadership: Comfortable taking charge and offering ideas when needed

Work Environment

• Frequent standing, walking, sitting, talking, and hearing


• Regular use of hands, fingers, and visual acuity for equipment and computer use


• Frequent bending, climbing, balancing, stooping, kneeling, or crawling


• Ability to lift, push, or carry up to 50 lbs


• Frequent evening and weekend work required based on event schedule