The Bay Club Company
Private Events Coordinator
The Bay Club Company, Los Angeles, California, United States, 90079
Private Events Coordinator
Under the direction of the General Manager and the Food and Beverage Director, the Special Events Coordinator is a key player in the Special Events team, tasked with orchestrating and executing special event sales. This role involves engaging with clients, planning event details, and demonstrating strong administrative capabilities. The position is a full-time, on-site role, reporting directly to the Special Events Manager.
Our Culture Our unique culture is at the heart of all we do and is guided by our values and behaviors. It’s what we expect of ourselves and each other every day. We call it our “Code of Culture”.
Our Code of Culture
Our Mantra
Respect The Past
Accept Responsibility
Pay it Forward
Our Actions We Live By
Keep It Real. Always.
Think Ahead. Be An Owner.
Stay Humble. Hustle Harder.
One Team. One Voice.
Be Curious. Ask Why.
Pete’s Promise
Service Forward
Ruthlessly Consistent
Do the Right Thing
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Primary Job Functions
Serve as the primary point of contact for members and clients throughout the event planning process.
Manage all phases of event coordination, including inquiries, proposals, contracts, menu selections, timelines, and floor plans.
Create and distribute detailed Banquet Event Orders (BEOs), ensuring all departments are fully briefed and aligned on expectations.
Conduct site visits, tastings, and pre-event meetings with clients as needed.
Oversee setup and execution of events, ensuring accuracy in décor, layout, staffing, and service flow.
Maintain accurate billing records, track deposits, and prepare post-event reconciliation.
Coordinate with the accounting team to ensure timely and accurate event invoicing.
Manage event calendars and assist in booking and scheduling to maximize revenue and space utilization.
Maintain professional relationships with vendors and ensure compliance with club policies for all outside service providers.
Ensure all events reflect the club’s standards of hospitality, elegance, and attention to detail.
Schedule varies and may require weekend and holiday hours, days and evenings.
Develop and maintain a Banquet Event Order (BEO) and planning process, ensuring meticulous attention to detail.
Finalize event menu and confirm guest count two weeks prior to the event date.
Gather, organize, and disseminate final event information.
Attend weekly BEO meetings with the Operations team to discuss the upcoming events for the week.
Provide support to clients during event set‑up and the initial 2‑3 hours of the event.
Other Job Functions
Flexibility in work schedule, as job may require day and evening shifts, weekends and holidays.
Qualifications Minimum Qualifications
Demonstrated professionalism and energy.
Excellent organizational and time management skills.
Proficiency in advanced computer skills and current event programs.
Exceptional written and oral communication skills.
1–2 years of experience in a high‑pressure catering environment.
Prior experience in a Club setting is preferred.
State Food Handler Certification.
Responsible Beverage Service (RBS) state certification.
Skills & Knowledge
Sales and Marketing – Knowledge of principles and methods for showing, promoting, and selling services. Includes marketing strategy, tactics, and sales techniques.
Policies – Knowledge of company policies, federal, state, and local laws, government regulations and agency rules that pertain to property managed.
Problem Anticipation / Deductive Reasoning – Ability to identify when something is wrong or likely to go wrong and apply general rules to specific problems to produce logical solutions.
Written Comprehension and Expression – Ability to read, understand and communicate information and ideas in writing effectively.
Oral Comprehension and Expression – Ability to understand and communicate orally so others can understand ideas and information.
Computer – Ability to develop and maintain computer records in MS Office programs such as Word, Excel, Outlook, and other software required by TBCC and regulatory agencies. Ability to utilize food & beverage software programs.
Physical Demands and Work Environment The role requires regular talking or hearing. The employee will need to stand, walk, sit, use hands for various tasks, reach, and occasionally stoop, kneel or crouch. The employee may occasionally need to lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision. The work environment is usually indoors, in a controlled environment, and sometimes outdoors with a moderate noise level.
Job Description Revision This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change. This job description replaces all previous descriptions for this position.
Equal Opportunity Employer The Bay Club Company (“TBCC”) provides equal employment opportunities without regard to race (and all traits historically associated with race, including but not limited to, hair texture and protective hairstyles), color, religion, creed (including, but not limited to, religious dress and grooming practices), sex (including pregnancy, childbirth or related medical conditions, and breastfeeding, and other related medical conditions), sexual orientation and identity, gender, gender identity, gender expression, actual or perceived national origin/ancestry, accent or ability to speak English, age, disability, marital/familial status, source of income, veteran status, citizenship status, political activities or affiliations, medical condition, genetic information, persons with AIDS or AIDS‑related condition, or persons who are victims of domestic violence.
TBCC
is a public accommodation as defined by Title 13, US Code, 45 CFR 164.512 and 45 CFR 164.508.
Estimated Base Pay Range $27.00 - $29.00 / hour
Other Compensation And Benefits
Club Membership
Competitive Compensation
Discounts on club services and amenities
Continuing Education
Community Involvement
Paid Time off*
Health Insurance*
Offered to Full‑Time associates. Full‑Time status eligibility starting at 25 average hours of work per week.
Additional County Ordinances Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Referral Bonus Referrals increase your chances of interviewing at The Bay Club Company by 2x.
#J-18808-Ljbffr
Our Culture Our unique culture is at the heart of all we do and is guided by our values and behaviors. It’s what we expect of ourselves and each other every day. We call it our “Code of Culture”.
Our Code of Culture
Our Mantra
Respect The Past
Accept Responsibility
Pay it Forward
Our Actions We Live By
Keep It Real. Always.
Think Ahead. Be An Owner.
Stay Humble. Hustle Harder.
One Team. One Voice.
Be Curious. Ask Why.
Pete’s Promise
Service Forward
Ruthlessly Consistent
Do the Right Thing
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Primary Job Functions
Serve as the primary point of contact for members and clients throughout the event planning process.
Manage all phases of event coordination, including inquiries, proposals, contracts, menu selections, timelines, and floor plans.
Create and distribute detailed Banquet Event Orders (BEOs), ensuring all departments are fully briefed and aligned on expectations.
Conduct site visits, tastings, and pre-event meetings with clients as needed.
Oversee setup and execution of events, ensuring accuracy in décor, layout, staffing, and service flow.
Maintain accurate billing records, track deposits, and prepare post-event reconciliation.
Coordinate with the accounting team to ensure timely and accurate event invoicing.
Manage event calendars and assist in booking and scheduling to maximize revenue and space utilization.
Maintain professional relationships with vendors and ensure compliance with club policies for all outside service providers.
Ensure all events reflect the club’s standards of hospitality, elegance, and attention to detail.
Schedule varies and may require weekend and holiday hours, days and evenings.
Develop and maintain a Banquet Event Order (BEO) and planning process, ensuring meticulous attention to detail.
Finalize event menu and confirm guest count two weeks prior to the event date.
Gather, organize, and disseminate final event information.
Attend weekly BEO meetings with the Operations team to discuss the upcoming events for the week.
Provide support to clients during event set‑up and the initial 2‑3 hours of the event.
Other Job Functions
Flexibility in work schedule, as job may require day and evening shifts, weekends and holidays.
Qualifications Minimum Qualifications
Demonstrated professionalism and energy.
Excellent organizational and time management skills.
Proficiency in advanced computer skills and current event programs.
Exceptional written and oral communication skills.
1–2 years of experience in a high‑pressure catering environment.
Prior experience in a Club setting is preferred.
State Food Handler Certification.
Responsible Beverage Service (RBS) state certification.
Skills & Knowledge
Sales and Marketing – Knowledge of principles and methods for showing, promoting, and selling services. Includes marketing strategy, tactics, and sales techniques.
Policies – Knowledge of company policies, federal, state, and local laws, government regulations and agency rules that pertain to property managed.
Problem Anticipation / Deductive Reasoning – Ability to identify when something is wrong or likely to go wrong and apply general rules to specific problems to produce logical solutions.
Written Comprehension and Expression – Ability to read, understand and communicate information and ideas in writing effectively.
Oral Comprehension and Expression – Ability to understand and communicate orally so others can understand ideas and information.
Computer – Ability to develop and maintain computer records in MS Office programs such as Word, Excel, Outlook, and other software required by TBCC and regulatory agencies. Ability to utilize food & beverage software programs.
Physical Demands and Work Environment The role requires regular talking or hearing. The employee will need to stand, walk, sit, use hands for various tasks, reach, and occasionally stoop, kneel or crouch. The employee may occasionally need to lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision. The work environment is usually indoors, in a controlled environment, and sometimes outdoors with a moderate noise level.
Job Description Revision This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change. This job description replaces all previous descriptions for this position.
Equal Opportunity Employer The Bay Club Company (“TBCC”) provides equal employment opportunities without regard to race (and all traits historically associated with race, including but not limited to, hair texture and protective hairstyles), color, religion, creed (including, but not limited to, religious dress and grooming practices), sex (including pregnancy, childbirth or related medical conditions, and breastfeeding, and other related medical conditions), sexual orientation and identity, gender, gender identity, gender expression, actual or perceived national origin/ancestry, accent or ability to speak English, age, disability, marital/familial status, source of income, veteran status, citizenship status, political activities or affiliations, medical condition, genetic information, persons with AIDS or AIDS‑related condition, or persons who are victims of domestic violence.
TBCC
is a public accommodation as defined by Title 13, US Code, 45 CFR 164.512 and 45 CFR 164.508.
Estimated Base Pay Range $27.00 - $29.00 / hour
Other Compensation And Benefits
Club Membership
Competitive Compensation
Discounts on club services and amenities
Continuing Education
Community Involvement
Paid Time off*
Health Insurance*
Offered to Full‑Time associates. Full‑Time status eligibility starting at 25 average hours of work per week.
Additional County Ordinances Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Referral Bonus Referrals increase your chances of interviewing at The Bay Club Company by 2x.
#J-18808-Ljbffr