Events Coordinator
AP Rochester, Rochester, NY, United States
DIRECT HIRE OPPORTUNITY!!! We are seeking a highly organized, polished, and guest-focused Events Coordinator to join a high-end boutique hotel and event venue in Rochester, NY. This role is responsible for planning, coordinating, and executing exceptional events from elegant weddings and social celebrations to corporate meetings and private dinners while delivering a seamless, luxury guest experience from initial inquiry through event completion. The ideal candidate has a keen eye for detail, strong communication skills, and a passion for hospitality and event production.
Responsibilities
Serve as the primary point of contact for clients throughout the event lifecycle
Conduct site tours and client consultations; create proposals and event documentation
Develop and distribute Banquet Event Orders (BEOs) to internal departments
Responsible for managing event staff to include hiring and scheduling
Will be responsible for leading pre-shift and directing event staff and operations flow the entire day of the event
Deliver a personalized, superior service experience consistent with a luxury boutique brand
Anticipate client needs and proactively resolve issues to ensure flawless execution
Maintain strong client relationships to drive repeat business and referrals
Be present during events to oversee setup, execution, and breakdown
Act as liaison between clients, vendors, and hotel departments (sales, culinary, banquets, housekeeping, front desk)
Ensure event spaces meet brand standards for quality, presentation, and service
Coordinate with approved preferred vendors (floral, rental, entertainment, AV, etc.)
Work with kitchen for planning and budgeting events
Working with other managers in the building
Support sales initiatives and assist with event bookings as needed
Maintain accurate client files, contracts, and invoices
Track event budgets, payments, and final billing
Update event management systems and contribute to forecasting and reporting
Education
Associate's degree or 5+ yrs of relevant experience
Experience
Experience in boutique hotels, luxury venues, or wedding/event-specific environments
Familiarity with event management or CRM software
Knowledge, Skills, Abilities, and Other Characteristics
Exceptional organizational and time-management skills
Strong written and verbal communication skills
Professional appearance and demeanor reflective of a high-end hospitality brand
Ability to multitask, prioritize, and remain calm under pressure
Availability to work evenings, weekends, and holidays as required for events
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Responsibilities
Serve as the primary point of contact for clients throughout the event lifecycle
Conduct site tours and client consultations; create proposals and event documentation
Develop and distribute Banquet Event Orders (BEOs) to internal departments
Responsible for managing event staff to include hiring and scheduling
Will be responsible for leading pre-shift and directing event staff and operations flow the entire day of the event
Deliver a personalized, superior service experience consistent with a luxury boutique brand
Anticipate client needs and proactively resolve issues to ensure flawless execution
Maintain strong client relationships to drive repeat business and referrals
Be present during events to oversee setup, execution, and breakdown
Act as liaison between clients, vendors, and hotel departments (sales, culinary, banquets, housekeeping, front desk)
Ensure event spaces meet brand standards for quality, presentation, and service
Coordinate with approved preferred vendors (floral, rental, entertainment, AV, etc.)
Work with kitchen for planning and budgeting events
Working with other managers in the building
Support sales initiatives and assist with event bookings as needed
Maintain accurate client files, contracts, and invoices
Track event budgets, payments, and final billing
Update event management systems and contribute to forecasting and reporting
Education
Associate's degree or 5+ yrs of relevant experience
Experience
Experience in boutique hotels, luxury venues, or wedding/event-specific environments
Familiarity with event management or CRM software
Knowledge, Skills, Abilities, and Other Characteristics
Exceptional organizational and time-management skills
Strong written and verbal communication skills
Professional appearance and demeanor reflective of a high-end hospitality brand
Ability to multitask, prioritize, and remain calm under pressure
Availability to work evenings, weekends, and holidays as required for events
#J-18808-Ljbffr