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 cross-functional collaboration.

This is a high-volume, client-facing role responsible for managing and executing event logistics for 400+ events annually. You will serve as the primary point of contact for clients, guiding them through the planning process while ensuring every detail is accurate, well-organized, and executed successfully.

This is not an entry-level or purely creative role. This role is highly rewarding but also fast-paced, deadline-driven, and detail-intensive. It requires someone who thrives in a structured environment, communicates effectively under pressure, and takes ownership of both client experience and internal execution.

Full-Time | In Office (Tuesday-Saturday, 9am-5pm)
Annual Compensation $45,000 - $55,000 Base Salary and Commission

Success in This Role

• Ability to manage a high volume of clients simultaneously, each at different stages of the planning process
• Exceptional written and verbal communication skills, with the ability to adapt communication style based on client needs and situations
• Strong organizational systems with a high level of attention to detail
• Ability to prioritize effectively and meet weekly deadlines while balancing competing client needs
• Confidence navigating emotional or high-stakes client interactions with professionalism and empathy
• A proactive, solutions-oriented mindset with the ability to anticipate needs and resolve issues quickly
• Commitment to supporting team members by clearly communicating details and setting other departments up for success
• Ability to maintain accuracy, responsiveness, and professionalism in a fast-paced environment with constant communication and shifting priorities

Primary Responsibilities

• Own and manage event details for up to 400 events annually, ensuring accuracy and timely completion
• Serve as the primary point of contact for clients from booking through event execution
• Lead client meetings to finalize timelines, floor plans, food & beverage selections, and logistics
• Own the accuracy and organization of all client records and event documentation
• Prepare for and actively participate in weekly BEO meetings with Operations and Culinary teams
• 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
• Collaborate across all departments to ensure seamless event execution
• Collect payments, manage administrative responsibilities, and maintain client records
• Execute monthly Taste & Toast events and private tastings
• Represent the company at networking events, trade shows, and marketing initiatives

Requirements

• College degree from an accredited university (major in Sales, Marketing, Hospitality, Event Planning, or a related field is preferred)
• 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 with Caterease, Social Tables, and Microsoft 365

Our team deeply values accountability, collaboration, and consistency. Each department relies on the others, and success in this role is not only about delivering an unforgettable experience to the client but also about setting the entire team up for success.

This role is not a traditional event-planning position focused on design and day-of coordination. Candidates without prior experience managing multiple clients, deadlines, and priorities in a professional setting are unlikely to succeed in this role.