Private Events Coordinator

GENERAL SUMMARY

Under the direction of the General Manager and the Food and Beverage Director, the Special Events Coordinator is a key player in our Special Events team, tasked with orchestrating and executing special event sales. This role involves engaging with clients, planning event details, and demonstrating strong administrative capabilities. The position is a full-time, on-site role, reporting directly to the Special Events Manager.

We are searching for a dynamic, experienced, and self-motivated individual to join our team. The ideal candidate will be passionate, creative, and dedicated to enhancing our member experience across the club.

Our unique culture is at the heart of all we do and is guided by our values and behaviors. It’s what we expect of ourselves and each other every day. We call it our “Code of Culture”.

Our Code of Culture includes Our Mantra, Our Actions We Live By, and Pete’s Promise:

• Respect The Past
• Accept Responsibility
• Pay it Forward

It’s who we are when we step into our full power.

Keep It Real. Always. We need open and honest discussions. We need courage to speak up and to call things out that aren’t good enough. And we navigate tough conversations with empathy and grace.

Think Ahead. Be An Owner. Always be proactive, not reactive; be on the front foot. If we want to be an owner of this business, we must act like it!

Stay Humble. Hustle Harder. Show up and do the hard work. Be a gritty, roll‑up-your‑sleeves kind of crew. Know it’s never about one person–we are a part of a powerful team.

One Team. One Voice. Be ONE united team. When we move in the same direction, there are no limits to what we can accomplish.

Be Curious. Ask Why. Stay member curious. We seek to understand, and we never settle. We ask questions to truly understand the core of a matter.

• Service Forward
• Ruthlessly Consistent
• Do the Right Thing

• Serve as the primary point of contact for members and clients throughout the event planning process.
• Manage all phases of event coordination, including inquiries, proposals, contracts, menu selections, timelines, and floor plans.
• Create and distribute detailed Banquet Event Orders (BEOs), ensuring all departments are fully briefed and aligned on expectations.
• Conduct site visits, tastings, and pre‑event meetings with clients as needed.
• Oversee setup and execution of events, ensuring accuracy in décor, layout, staffing, and service flow.
• Maintain accurate billing records, track deposits, and prepare post‑event reconciliation.
• Coordinate with the accounting team to ensure timely and accurate event invoicing.
• Manage event calendars and assist in booking and scheduling to maximize revenue and space utilization.
• Maintain professional relationships with vendors and ensure compliance with club policies for all outside service providers.
• Ensure all events reflect the club’s standards of hospitality, elegance, and attention to detail.
• Schedule may vary and may require weekend and holiday hours, days and evenings.
• Develop and maintain a Banquet Event Order (BEO) and planning process, ensuring meticulous attention to detail.
• Finalize event menu and confirm guest count two weeks prior to the event date.
• Gather, organize, and disseminate final event information.
• Attend weekly BEO meetings with the Operations team to discuss the upcoming events for the week.
• Provide support to clients during event set‑up and the initial 2‑3 hours of the event.

• Ensure compliance with company policies and procedures.
• Ensure the TBCC mission and club brand is upheld in all aspects of kitchen operations.
• Actively further corporate objectives and continuously support improvement and positive change, which may include participating on corporate designated committees to improve the company and business operations.
• Make professional development a consistent priority.

• Flexibility in work schedule, as job may require day and evening shifts, weekends and holidays.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each primary job function…