Event Coordinator
Hotel Lucine, Austin, TX, United States
Hotel Ella is seeking a polished, organized, and service-driven Event Coordinator to support the planning and execution of weddings, corporate meetings, social events, private dinners, and property activations. Located in the heart of Austin, Hotel Ella is a historic boutique hotel known for thoughtful hospitality, elevated service, and memorable guest experiences.
The Event Coordinator will work closely with the Sales, Events, Food & Beverage, Culinary, Front Office, and Operations teams to ensure every event is executed with precision from initial planning through final billing. This role is ideal for someone who enjoys details, thrives in a fast-paced hospitality environment, and understands that successful events require strong communication, ownership, and follow-through.
The Event Coordinator will assist with client communication, event documentation, banquet event orders, internal coordination, vendor communication, menu details, timelines, floor plans, payment follow-up, and day‑of event support. This position plays a key role in making sure the client’s vision is clearly communicated to the hotel team and that all departments are aligned before, during, and after each event.
Key Responsibilities
The Event Coordinator will support the full event process, including:
Assisting with the planning and coordination of weddings, social events, corporate meetings, group events, and private dining experiences
Communicating with clients to gather event details, timelines, menus, guest counts, set‑up needs, vendor information, and special requests
Building, updating, and maintaining accurate event documentation, including banquet event orders, resumes, diagrams, timelines, and internal notes
Partnering with Food & Beverage and Culinary teams to confirm menu selections, service flow, dietary restrictions, rentals, staffing needs, and execution details
Coordinating with Front Office and Rooms teams for room blocks, VIP arrivals, amenity needs, guest communication, and property logistics
Supporting vendor coordination, including arrival times, load‑in details, set‑up requirements, certificates of insurance, and property guidelines
Assisting with event payments, deposits, final guarantees, billing details, and post‑event reconciliation
Attending internal BEO meetings and communicating event updates clearly to all departments
Providing on‑site event support as needed to ensure smooth set‑up, service, guest experience, and breakdown
Maintaining a high level of professionalism and hospitality when communicating with clients, guests, vendors, and internal teams
Helping identify opportunities to improve event processes, communication, and overall execution
Ideal Candidate
The ideal candidate is proactive, detail‑focused, calm under pressure, and comfortable managing multiple priorities at once. They should enjoy working with people, have strong follow‑up habits, and understand the importance of clear communication in a hotel event environment.
Qualifications
Previous hotel, restaurant, catering, events, wedding, or hospitality experience preferred
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Ability to manage multiple events, deadlines, and client needs at one time
Professional, polished, and guest‑focused demeanor
Comfortable working with internal teams, clients, and outside vendors
Ability to work evenings, weekends, and holidays based on event needs
Experience with Tripleseat or similar event management systems preferred
Basic understanding of banquet service, event set‑up, menus, floor plans, and timelines preferred
Why Join Hotel Ella
This is an opportunity to be part of a boutique hotel team that values thoughtful service, strong communication, and memorable guest experiences. The Event Coordinator will play an important role in supporting one of the property’s most visible revenue areas while helping bring weddings, meetings, and special events to life in one of Austin’s most distinctive hotel settings.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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The Event Coordinator will work closely with the Sales, Events, Food & Beverage, Culinary, Front Office, and Operations teams to ensure every event is executed with precision from initial planning through final billing. This role is ideal for someone who enjoys details, thrives in a fast-paced hospitality environment, and understands that successful events require strong communication, ownership, and follow-through.
The Event Coordinator will assist with client communication, event documentation, banquet event orders, internal coordination, vendor communication, menu details, timelines, floor plans, payment follow-up, and day‑of event support. This position plays a key role in making sure the client’s vision is clearly communicated to the hotel team and that all departments are aligned before, during, and after each event.
Key Responsibilities
The Event Coordinator will support the full event process, including:
Assisting with the planning and coordination of weddings, social events, corporate meetings, group events, and private dining experiences
Communicating with clients to gather event details, timelines, menus, guest counts, set‑up needs, vendor information, and special requests
Building, updating, and maintaining accurate event documentation, including banquet event orders, resumes, diagrams, timelines, and internal notes
Partnering with Food & Beverage and Culinary teams to confirm menu selections, service flow, dietary restrictions, rentals, staffing needs, and execution details
Coordinating with Front Office and Rooms teams for room blocks, VIP arrivals, amenity needs, guest communication, and property logistics
Supporting vendor coordination, including arrival times, load‑in details, set‑up requirements, certificates of insurance, and property guidelines
Assisting with event payments, deposits, final guarantees, billing details, and post‑event reconciliation
Attending internal BEO meetings and communicating event updates clearly to all departments
Providing on‑site event support as needed to ensure smooth set‑up, service, guest experience, and breakdown
Maintaining a high level of professionalism and hospitality when communicating with clients, guests, vendors, and internal teams
Helping identify opportunities to improve event processes, communication, and overall execution
Ideal Candidate
The ideal candidate is proactive, detail‑focused, calm under pressure, and comfortable managing multiple priorities at once. They should enjoy working with people, have strong follow‑up habits, and understand the importance of clear communication in a hotel event environment.
Qualifications
Previous hotel, restaurant, catering, events, wedding, or hospitality experience preferred
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Ability to manage multiple events, deadlines, and client needs at one time
Professional, polished, and guest‑focused demeanor
Comfortable working with internal teams, clients, and outside vendors
Ability to work evenings, weekends, and holidays based on event needs
Experience with Tripleseat or similar event management systems preferred
Basic understanding of banquet service, event set‑up, menus, floor plans, and timelines preferred
Why Join Hotel Ella
This is an opportunity to be part of a boutique hotel team that values thoughtful service, strong communication, and memorable guest experiences. The Event Coordinator will play an important role in supporting one of the property’s most visible revenue areas while helping bring weddings, meetings, and special events to life in one of Austin’s most distinctive hotel settings.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr