Catering & Events Coordinator

Reports To: Director of Catering & Events

Classification: Full-Time

The Catering & Events Coordinator supports the Director of Catering & Events in the sales, planning, administration and execution of private and Club-sponsored events at Green Island Country Club.

This position independently manages assigned private member events of fewer than 60 guests while serving as a key administrative and operational support partner to the Director of Catering & Events. The Coordinator helps ensure responsive member service, accurate event documentation, effective internal communication and smooth execution across a busy calendar of private functions, golf tournaments, racquet events and Club programming.

This is a highly visible, member-facing position requiring exceptional organization, professionalism, responsiveness and the ability to manage multiple priorities in a fast-paced Club environment.

• Serve as the primary Catering & Events contact for private member events at the Catering Director's discretion.
• Respond promptly and professionally to member inquiries by phone and email.
• Guide members through the planning process, including room selection, menus, setup, timelines and event details.
• Prepare proposals, contracts, Banquet Event Orders (BEOs) and related event documentation.
• Track event deadlines and obtain final guest counts, menu selections, layouts and other required information.
• Maintain accurate event files and communicate changes to appropriate Club departments.
• Provide consistent follow-up and personalized service throughout the planning process.
• Recognize unusual requests, concerns or situations that should be elevated to the Director of Catering & Events.

• Prepare, organize and distribute the weekly BEO packet for departmental meetings.
• Proofread BEOs for accuracy, completeness and consistency prior to meetings and event execution.
• Review key details including guest counts, timing, menus, room assignments, setup requirements, billing instructions and special requests.
• Identify missing information, timing conflicts, setup inconsistencies or other potential issues before events.
• Process BEO revisions and ensure updated information is communicated to affected departments.
• Assist with coordination between Catering, Banquets, Food & Beverage, Culinary, Golf, Racquets and other Club departments.

• Provide day-to-day administrative support to the Director of Catering & Events.
• Assist with a high volume of phone calls, emails, inquiries and event-related correspondence while maintaining prompt response times.
• Assist with scheduling, calendar management, deadline tracking, document preparation and departmental organization.
• Create and prepare event signage, menus, buffet labels, place cards, seating information and other printed or digital event materials.
• Assist with room diagrams and event layouts as needed.
• Maintain organized digital and physical event files.
• Complete post-event administrative closeout, including organizing final documentation, closing files and identifying outstanding follow-up.
• Maintain Catering & Events supplies and materials and communicate replenishment needs.
• Anticipate upcoming needs and assist the Director with preparation and follow-through.

• Serve as an operational right hand to the Director of Catering & Events for Club-sponsored events and larger functions.
• Support the execution of member social events, holiday programming, golf tournaments, tennis and racquet events and other Club functions.
• Assist with event preparation, setup, registration, vendor coordination and member and guest arrival.
• Help ensure event spaces, décor, signage, registration areas and other event details are prepared according to plan.
• Provide on-site support and assist with event-day troubleshooting and departmental communication.
• Serve as the Catering & Events department point person through the conclusion of designated Club events when the Director is not required to remain on-site.
• Oversee event closeout and breakdown for designated Club events, coordinating with Banquet and other operational teams to ensure décor, signage, supplies and Club-owned materials are properly collected and returned.
• Communicate post-event issues, member feedback or necessary follow-up to the Director.
• Support the Director's event plan while the Director of Catering & Events retains primary responsibility for the planning and…