Special Events Coordinator

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Palm Beach, FL, US

Since 1947, The Colony Palm Beach has been the center of Palm Beach social life hosting-- U.S. Presidents, European Royalty and welcoming travelers from around the world. Be part of a historic, luxury boutique hotel exhibiting polished charm and ambiance only steps away from world-famous shopping and dining on Worth Avenue and the crystal blue waters of the Atlantic Ocean.

The Colony Palm Beach isan Equal Opportunity Employer and aDrug Free Work Place.

JOB OVERVIEW:

The Special Events Coordinator plays a vital support role within the Events Department at The Colony, assisting both the Director and Manager of Special Events in all aspects of planning, coordination, and execution. This individual ensures that administrative, reporting, and operational tasks are handled with precision, elegance, and attention to detail consistent with The Colony’s luxury standards. Known as “Palm Beach’s Pinkest Hotel,” The Colony is an iconic destination with a legacy of hosting unforgettable moments.

Joining our team means becoming part of a family dedicated to service, creativity, and delivering luxury with a personal touch. We offer a dynamic and collaborative work environment where your contributions directly enhance the guest experience and our celebrated brand.

ESSENTIALS

JOB FUNCTIONS:

• Provide comprehensive administrative support to the Director and Manager of Special Events, ensuring smooth daily operations.
• Maintain and update internal systems and platforms related to event sales, tracking, and reporting (e.g., Delphi, Rover, Prism).
• Generate and distribute daily, weekly, and monthly reports related to upcoming events, group bookings, and revenue projections.
• Prepare and assist with all event documentation, including proposals, contracts, Banquet Event Orders (BEOs), Resume, Timelines, internal memos, schedules of events, and client correspondence.
• Contact clients to coordinate and finalize event details, assist with scheduling vendors,process catering orders and send menus to clients,
• Distribute BEOs and group documents to all departments
• Provide information to clients on various options for food & beverage, services, set-ups, rooms, venues, and vendors,
• Provide guest service for all aspects of the business,
• Coordinate internal communications between departments (Banquets, Culinary, Front Office, Housekeeping, etc.) to ensure all teams are aligned on event needs.
• Support in the coordination of site inspections, walkthroughs, client meetings, and menu tastings.
• Ensure event spaces are properly prepared and presented to meet The Colony’s brand and guest experience standards.
• Assist with the creation and organization of printed materials and event collateral.
• Assist in the coordination and execution of in-house events, including tracking rental needs (e.g., tables, linens, staging, A/V), submitting internal work orders, and confirming setup requirements.
• Monitor, compare, and reconcile entertainment schedules (e.g., live music, DJs, performances) to ensure seamless coordination between private bookings and in-house programming.
• Maintain internal event calendars and ensure that overlapping event needs (staffing, space, entertainment, equipment
• Support on-site execution of events, including select evenings, weekends, and holidays as needed.
• Serve as point of contact for select clients, especially in the absence of a manager, providing exceptional, solution-oriented service.
• Support with the organization and distribution of group resumes and event timelines, ensuring all departments have the necessary details to execute at a high standard
• In addition to coordinating events at The Colony, the Event Coordinator will be responsible for administrative tasks such as pulling reports, creating, and managing BEOs and event resumes, and may also assist with event planning and execution at our sister property, The Hedges Inn, during the in-season months
• Assist the Manager with coordinating group room blocks, rooming lists, resumes…