CHESTER VALLEY GOLF CLUB

Events Coordinator

Reports to: Food & Beverage Director, General Manager

Classification:

Education and/or Experience

• High School diploma or GED
• Hospitality or Sales Degree; or other related field (preferred)
• Minimum two years of experience in catering operations with large focus is outside sales (required)
• Extensive knowledge of the private club industry’s food and beverage operations (preferred)
• Must have open availability for flexible scheduling
• Must have an approachable disposition
• Strong communication skills
• Experience with Jonas (preferred)

Job Knowledge, Core Competencies and Expectations

• Ensures all Club rules and standards are met by Members and their guests, as well as staff at all times.
• Promote the club’s dining facilities for private banquets, business and social meetings and other member- related activities.
• Knowledge of and ability to perform required role during emergency situations.

Job Summary (Essential Functions)

• Works closely with and handles additional tasks as requested by the Food & Beverage Director & General

Manager.

• Responsible for all day-to-day catering services.
• Develop contracts for and oversee all administrative and operational aspects of preparing and selling events and catered parties.
• Work with banquet and other departments to assure that the members’ and guests’ expectations are exceeded and the highest quality food and service are delivered.
• Provides members with a one-stop shop experience to coordinate and plan all aspects of their event.

Mental Requirements:

• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful, high pressure situations.
• Must maintain composure and objectivity under pressure.
• Must be effective in handling problems in the workplace including: anticipating, preventing, identifying and solving problems as necessary.
• Must have the ability to assimilate complex information, data, etc., from disparate sources and consider, adjust or modify to meet the constraints of the particular need.
• Must be effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and guests.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.

Job Tasks/Duties

• Promotes, advertises and markets the club’s social event facilities and capabilities to all members.
• Develop a fun & exciting social calendar with the Food & Beverage Manager, for our members by engaging all of the club’s unique demographic categories.
• Assists members in arrangements for special dinner requests in the dining room.
• Helps member clients arrange banquets, luncheons, meetings, weddings, dances and other social events;

obtains pertinent information needed for guest planning.

• Works with the Executive Chef to determine selling prices, menus and other details for catered events; oversees the development of contracts; assures that pre-planned banquet menu offerings are current and reflect general member interests
• Transmits necessary information to and coordinates event planning with production, serving and housekeeping staff; arranges for printing of menus, procuring of decorations, entertainment and other special requests, etc.
• Inspects finished arrangements; may be present to oversee the actual greeting and serving of guests.
• Checks function sheets against actual room setup; oversees personnel scheduling for special functions and may help supervise service personnel.
• Oversees scheduling of banquet service employee meetings.
• Responsible for hands-on service work when needed and orchestrating events when necessary.
• Manages complaints.
• Maintains past and potential client files; schedules calls or visits to assess ongoing needs of prospective clients for catering services.
• To submit a weekly daily sales report to the Food & Beverage Director.
• Assists with completion of in-house banquet event orders (BEOs).
• Helps develop catering budgets; reviews financial reports and takes corrective actions as appropriate to help assure that budget goals are met.
• Represents members’ needs and interests on applicable club committees.
• Critiques functions to determine future needs and to implement necessary changes for increased quality.
• Attends staff and management meetings to review policies and procedures, future business and to continually develop quality and image of banquet functions.
• Ensures the security of club’s members’ and guests’ valuables during catered events.
• Assumes responsibility of manager-on-duty when necessary.
• Ensures that proper housekeeping and energy conservation procedures are always followed.
• Plans professional development and training activities for subordinate staff.
• Diagrams room layout, banquet item placement and related function details.
• Meets with other department managers to plan food and beverage aspects of special events organized by the staff members.
• Manages banquet billing and arranges prompt payment for all events.
• Updates weekly function information for all affected staff.
• Serves as liaison between kitchen, service and management staff.
• Maintains club’s master online calendar in conjunction with Marketing Department.
• Performs special projects as assigned by the Food and Beverage Director.
• Will attend scheduled staff meetings.
• May serve as the Club’s opening and closing manager or manager of duty.
• May perform duties of a dining room manager on occasion.
• Job duties may be subject to change coinciding with responsibilities needed at any given time.

Licenses and Special Requirements

• Food safety certification (preferred)
• Alcoholic beverage certification (preferred)

Physical Demands and Work Environment

• Must be able to reach, bend, stoop, stand and lift up to 50 pounds.
• Must be able to handle hot and cold interior and outdoor conditions.
• Independent mobility throughout the clubhouse.
• Must have high level of physical fitness.
• Unusual working conditions: May be scheduled nights, weekends, holidays and occasional overtime; may work indoors or outdoors in a variety of weather conditions; working with wet/slippery floors, sharp objects, fumes and electrical equipment.

Pay commiserate with experience

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift
• 12 hour shift
• Day shift
• Evening shift
• Holidays
• Weekend availability

Ability to commute/relocate:

• Malvern, PA 19355: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Events management: 1 year (Required)
• Customer service: 1 year (Required)
• Event planning: 1 year (Preferred)

Work Location: In person

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