Event Details & Rooms Coordinator

EVENT DETAILS & ROOMS COORDINATOR The Event Details & Rooms Coordinator plays a critical role in delivering exceptional event experiences through detailed planning, clear communication, and strong collaboration across departments. This is a high-volume, client-facing position responsible for managing the details and logistics of more than 400 events annually.

You will serve as the primary point of contact for clients throughout the planning process, ensuring every detail is accurate, organized, and clearly communicated to the teams responsible for execution. This is a fast-paced, deadline-driven role that requires exceptional organization, professionalism, and personal accountability.

We're looking for someone who genuinely enjoys working with clients, takes pride in the details, and understands that exceptional service requires both strong relationships and flawless follow-through. Full-Time | In Office (Tuesday–Saturday, 9am–5pm) Estimated Total Annual Compensation: $40,000 annual base salary + commission | ($50,000–$55,000 est.

total) Success in This Role Strong organizational skills and attention to detail, with the ability to manage a high volume of clients, competing priorities, and deadlines simultaneously. Exceptional written and verbal communication skills, with the ability to build trust and adapt to different client needs. Confidence navigating challenging client situations with professionalism, empathy, and sound judgment.

Proactive problem-solving skills and the ability to anticipate needs before they become issues. A collaborative approach that ensures Operations, Culinary, and other departments receive accurate information on time, setting the entire team up for success. Personal accountability, responsiveness, and a commitment to maintaining exceptional service standards in a fast-paced environment.

Primary Responsibilities Manage event details within a portfolio of 400+ events annually, ensuring accurate documentation, timely communication, and successful execution. Serve as the primary point of contact for clients from booking through event execution. Lead client meetings to finalize timelines, floor plans, food and beverage selections, and event logistics.

Prepare, maintain, and distribute accurate Banquet Event Orders (BEOs), floor plans, timelines, and client records. Prepare for and actively participate in weekly BEO meetings with Operations and Culinary to review upcoming events, confirm details, and address outstanding needs. Ensure all event details are clearly communicated and transitioned to the Operations team on schedule.

Coordinate with vendors and oversee client-provided décor and external services. Assist clients with securing and managing hotel room blocks at Hotel Covington. Manage individual and group reservations and prepare detailed group resumes. Collect payments and manage event-related administrative responsibilities. Coordinate and execute monthly Taste & Toast events and private tastings.

Represent the company at networking events, trade shows, and marketing initiatives.

Requirements

Bachelor's degree in Hospitality, Event Management, Business, Communications, or a related field preferred, or equivalent professional experience. Experience managing multiple clients, accounts, or projects simultaneously. Experience in sales, hospitality, events, or client service environments. Proven ability to prioritize and meet deadlines in a fast-paced setting.

Proficiency in Microsoft 365 and experience using event management software. Experience with Caterease and Social Tables is preferred. Our team values accountability, collaboration, and consistency. Every department relies on the others, and success in this role means not only delivering an exceptional client experience but also ensuring the entire team is set up for success.

This is not a traditional event-planning position focused on design and day-of coordination. The role requires proven experience managing multiple clients, competing deadlines, and detailed responsibilities in a professional environment. Candidates who thrive on organization, communication, and taking ownership of their work will find this position both challenging and rewarding.