Event Coordinator, Hospitality ​/ Hotel ​/ Catering

Overview

Waialae Country Club is a private membership club, which provides its members with a championship golf course, dining services, health/recreational facilities, and hosts the PGA Tour's Sony Open in Hawaii. Waialae Country Club is recognized as a Platinum Club of America, Honorable Mention Platinum Club of the World, and is designated as a Distinguished Club with ELITE status by Board Room Magazine.

Event Coordinator
. Status: Part-Time (20-29 hours per week).
Department: Food & Beverage.
Reports to: Event & Special Project Manager.

The Event Coordinator assists and supports the planning, coordination, and execution of private events at the Club, including weddings, social celebrations, and business functions. This role works closely with the Event & Special Project Manager, clients, vendors, and internal departments to ensure each event is accurately detailed, professionally executed, and reflective of the Club’s service standards.

• Assists clients with planning private events at the Club, including weddings, banquets, luncheons, meetings, and social celebrations, in a timely and professional manner.
• Provides attentive, courteous, and professional service to members and private event clients; responds promptly to requests and concerns.
• Supports client communication by gathering event details, documenting preferences, and assisting with follow-up to ensure expectations are met.
• Assists in developing creative and customized solutions for private event requests under the direction of the Event & Special Project Manager.
• Works closely with the Executive Chef and culinary team to assist with menu selections, pricing information, and catering details for private events.
• Prepares written confirmations for private events in accordance with Club policies, including deposits, menus, room set-ups, audiovisual needs, food and beverage minimums, décor, parking, and final payments.
• Creates, updates, and distributes Banquet Event Orders (BEOs) to clearly communicate all private event details to host. Assists with floor plan layouts.
• Supports preparation and administrative tasks related to private events.
• Assists with private event billing, invoicing, and payment follow-up to ensure accuracy and timeliness.
• Assists with private event set-up, on-site coordination, and breakdown; participates in pre-event walkthroughs and supports on-site adjustments as directed.
• Stays informed on private events and hospitality industry trends to support continuous improvement.
• Collaborates effectively with the Private Events team and internal departments; supports shared goals and a positive work environment.
• Performs other private event related duties as assigned by the Director of Food & Beverage and/or Event & Special Project Manager.

• High school diploma or (GED) and 3 to 5 years of related experience and/or training; or equivalent combination of education/experience. Prior event management experience in a private club or hotel setting preferred.
• Knowledge of food and beverage operations and principles of promoting and selling products and services.
• Highly organized and meticulous to detail.
• Strong time management skills and the ability to multi-task.
• Ability to devise creative ideas and develop creative approaches to problem solving.
• Excellent communication and interpersonal skills with a customer centric approach.
• Ability to work flexible hours, including nights, weekends and holidays in addition to normal business hours.

$27.00/hour

• Health Insurance.
• 401(k) with Employer Match.
• Golfing Privileges.
• Free Parking.
• Free Meals.
• Holiday Bonus.