Event Services Coordinator

AJS Hotels•Louisville, KY

2d•Onsite

About The Position

The Event Services Coordinator is a key position responsible for serving as the primary contact between Event Service Managers and various operational departments. This role is highly visible and involves handling special needs or requests for in-house groups. The Event Services Coordinator ensures seamless communication between Event Managers, Meeting Planners, and operational teams to create memorable experiences for guests.

Requirements

High school diploma or equivalent vocational training certificate required.
Previous catering, convention services, or sales support experience preferred in a large convention hotel.
Other relevant event, meeting planning, or hotel operations experience will be considered.
Ability to accurately and efficiently input information into computer systems.
Developed computer proficiencies, with Delphi experience strongly preferred.
Advanced ability to comprehend and speak English, addressing advanced guest requests verbally and in writing.
Significant portions of the day may require prolonged standing, moving, and sedentary work.
Ability to visually review documents and computer screens throughout the day.
Ability to walk or stand for extended periods during the shift.
Ability to travel to other properties within the Louisville Downtown Area.
Must be able to work a flexible schedule.

Nice To Haves

Some college or college degree preferred.
Degree in hospitality management is a plus.
Knowledge of additional language(s) is a plus.

Responsibilities

Act as the onsite liaison between Event Managers, Meeting Planners, and operational departments.
Communicate effectively with all Event Managers and Meeting Planners to ensure a seamless experience.
Demonstrate basic knowledge of hotel departments and their roles in fulfilling guests' needs.
Manage and assist in all aspects of hotel events, coordinating day-to-day activities.
Ensure that arrangements during meetings and conferences meet specifications and guarantee client satisfaction.
Proactively resolve problems, keep clients informed of event status, and follow up on pending items.
Multi-task and prioritize multiple requests and information, demonstrating strong time management skills.
Utilize Delphi for generating necessary documents and making changes as needed.
Possess detailed knowledge of hotel meeting space, group dynamics, and event details.
Attend daily Banquet Event Order meetings and weekly resume meetings as needed.
Recommend special outside services when required.
Coordinate and attend pre-convention meetings prior to scheduled conferences.
Undertake special projects as assigned by the Department Manager.