F+B-Private Events Coordinator

Provide administrative support to the Director of Private Events relating to sales and service for Private Events in all Food & Beverage Outlets.

Provide administrative support to the Director of Private Events relating to sales and service for Private Events in all Food & Beverage Outlets.

Trump International Hotel & Tower Chicago is seeking a highly motivated and outgoing individual with a true passion for hospitality and guest service. This dynamic position is responsible for detailing private dining events across several of our premier venues, including the expansive Terrace 16 restaurant, bar, and outdoor patio, Rebar Chicago, as well as in-room dining experiences.

As a Private Events Coordinator, you will work closely with the Hotel Food & Beverage and Culinary teams, reporting directly to the Director of Private Events.

• Coordinate and detail all private dining events across Terrace 16, Rebar Chicago, and in-room dining.
• Collaborate with the Director of Private Events and operational teams to ensure seamless event execution.
• Communicate effectively with clients, residents, and hotel guests, demonstrating warmth, professionalism, and responsiveness.
• Manage event proposals, banquet event orders (BEOs), and client follow-ups.
• Conduct site visits and support event planning meetings as needed.
• Maintain accurate records and adhere to hotel standards and procedures.

The essential functions include, but are not limited to, the following:

Qualified candidates must be able to complete the following responsibilities. Other duties may be assigned.

• Tripleseat experience with skills including managing leads, creating & detailing events, creating documents, managing deposit updates, and maintaining client contacts and accounts.
• Field Tripleseat inquiries and voicemail requests. This includes checking availability and qualifying all leads.
• Maintain and update the event calendar, organizing prospects, tentative proposals, and definite bookings.
• Involving yourself in developing and creating specialty items for each contracted PDR, such as the printing of any custom menus, table tents, signage, and place and amenity cards, along with any other details designed to make the event unique to brand standards.
• Excellent communication and attention to detail are vital in this role, as our success depends on meeting and exceeding our clients' tailored requirements.
• Communication of the function-arrangement to all responsible hotel departments.
• Work with accounting in collecting client deposits, final payments, adjustments, and sending receipts.
• Creating posting masters in Opera Cloud. Maintaining resume notes and client details.
• Assist when needed in conducting special events, site inspections, and off-site catering.
• Overseeing and managing events on site as assigned by DOPE.
• Ensure timely follow-up with clients, including Thank You’s and outreach for repeat business.
• Arranging and coordinating, obtaining COI documents of any third-party vendors contracted for private dining events.
• Coordinate internal events hosted in the F&B outlets with the supervision of the DOPE
• Must be able to work a flexible schedule. Work a variety of days and shifts (including early mornings, late nights, and weekends) as needed.
• Prepare and present Weekly BEOs and floor plans for all restaurant outlets at the hotel. Update shared drives and print copies as needed.
• Must be available when client accounts are in-house.
• Be a resource to other hotel departments as liaison to Sales and Marketing, Group Sales, and Catering Sales departments.
• The ability to be present for some selected events, including evenings, special holidays, and weekends.