The Bay Club
Private Events Coordinator The Bay Club•Los Angeles, CA, United States
GENERAL SUMMARY Under the direction of the General Manager and the Food and Beverage Director, the Special Events Coordinator is a key player in our 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.
We are searching for a dynamic, experienced, and self‑motivated individual to join our team. The ideal candidate will be passionate, creative, and dedicated to enhancing our member experience across the club.
OUR CULTURE Our unique culture is at the heart of all we do and is guided by our values and behaviors. It is what we expect of ourselves and each other every day. We call it our "Code of Culture".
Our code of culture includes Our Mantra, Our Actions We Live By, and Pete's Promise.
OUR MANTRA
Respect The Past
Accept Responsibility
Pay it Forward
OUR ACTIONS WE LIVE BY Actions We Live By.
Keep It Real. Always.
We need open and honest discussions. We need courage to speak up and to call things out that aren't good enough. And we navigate tough conversations with empathy and grace.
Think Ahead. Be An Owner.
Always be proactive, not reactive; be on the front foot. If we want to be an owner of this business, we must act like it!
Stay Humble. Hustle Harder.
Show up and do the hard work. Be a gritty, roll‑up‑your‑sleeves kind of crew. Know it's never about one person – we are part of a powerful team.
One Team. One Voice.
Be ONE united team. When we move in the same direction, there are no limits to what we can accomplish.
Be Curious. Ask Why.
Stay member curious. We seek to understand, and we never settle. We ask questions to truly understand the core of a matter.
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.
CORPORATE GOALS & OBJECTIVES
Ensure compliance with company policies and procedures.
Ensure the TBCC mission and club brand is upheld in all aspects of kitchen operations.
Actively further corporate objectives and continuously support improvement and positive change, which may include participating on corporate designated committees to improve the company and business operations.
Make professional development a consistent priority.
OTHER JOB FUNCTIONS
Flexibility in work schedule, as job may require day and evening shifts, weekends and holidays.
MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each primary job function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXPERIENCE
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. This includes marketing strategy and 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 tell when something is wrong or is likely to go wrong and then apply general rules to specific problems to produce answers that make sense. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems and considers the relative costs and benefits of potential actions to choose the most appropriate one.
Written Comprehension and Expression
– Ability to read, understand and communicate information and ideas in writing so others will understand.
Oral Comprehension and Expression
– Ability to understand and communicate 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.
AN 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.
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GENERAL SUMMARY Under the direction of the General Manager and the Food and Beverage Director, the Special Events Coordinator is a key player in our 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.
We are searching for a dynamic, experienced, and self‑motivated individual to join our team. The ideal candidate will be passionate, creative, and dedicated to enhancing our member experience across the club.
OUR CULTURE Our unique culture is at the heart of all we do and is guided by our values and behaviors. It is what we expect of ourselves and each other every day. We call it our "Code of Culture".
Our code of culture includes Our Mantra, Our Actions We Live By, and Pete's Promise.
OUR MANTRA
Respect The Past
Accept Responsibility
Pay it Forward
OUR ACTIONS WE LIVE BY Actions We Live By.
Keep It Real. Always.
We need open and honest discussions. We need courage to speak up and to call things out that aren't good enough. And we navigate tough conversations with empathy and grace.
Think Ahead. Be An Owner.
Always be proactive, not reactive; be on the front foot. If we want to be an owner of this business, we must act like it!
Stay Humble. Hustle Harder.
Show up and do the hard work. Be a gritty, roll‑up‑your‑sleeves kind of crew. Know it's never about one person – we are part of a powerful team.
One Team. One Voice.
Be ONE united team. When we move in the same direction, there are no limits to what we can accomplish.
Be Curious. Ask Why.
Stay member curious. We seek to understand, and we never settle. We ask questions to truly understand the core of a matter.
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.
CORPORATE GOALS & OBJECTIVES
Ensure compliance with company policies and procedures.
Ensure the TBCC mission and club brand is upheld in all aspects of kitchen operations.
Actively further corporate objectives and continuously support improvement and positive change, which may include participating on corporate designated committees to improve the company and business operations.
Make professional development a consistent priority.
OTHER JOB FUNCTIONS
Flexibility in work schedule, as job may require day and evening shifts, weekends and holidays.
MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each primary job function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXPERIENCE
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. This includes marketing strategy and 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 tell when something is wrong or is likely to go wrong and then apply general rules to specific problems to produce answers that make sense. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems and considers the relative costs and benefits of potential actions to choose the most appropriate one.
Written Comprehension and Expression
– Ability to read, understand and communicate information and ideas in writing so others will understand.
Oral Comprehension and Expression
– Ability to understand and communicate 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.
AN 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.
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