Event and Catering Coordinator

Automatic Data Processing, Inc.; Florida; Hybrid; USD 25,000 - 36,000; Full time

Benefits offered by this job

Hybrid work structure

On-site event coordination

Job summary

Turnberry Ocean Colony in Sunny Isles Beach, FL is seeking an organized Event & Catering Coordinator. You will manage resident inquiries, catering requests, private parties, and community programming with a focus on service and relationship-building.

The role offers a primarily hybrid work structure with on-site walkthroughs and event-day coordination as needed. Some evenings may require hosting shifts and strong coordination with culinary teams.

Qualifications

• Minimum 2 years in event planning, catering, hospitality, or related field.
• Strong written and verbal English communication skills.
• Ability to coordinate vendors, contracts, and event logistics.

Responsibilities

• Respond to resident inquiries about private events, catering, and parties.
• Create proposals, estimates, contracts, and event agreements.
• Coordinate bookings, deposits, and payment timelines.

Skills

Event coordination

Guest relations

Communication

Sales/proposals

Education

Associate's/Bachelor's in hospitality or related field

Tools

TripleSeat / CRM

Job description

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.

Event and Catering Coordinator

Food & Beverage Full Time Sunny Isles Beach, FL, US

3 days ago Requisition ID: 1107

Turnberry Ocean Colony, a premier luxury residential beachfront community in Sunny Isles Beach, is seeking an organized, service-oriented Event & Catering Coordinator to manage resident event inquiries, catering requests, private parties, and community programming. This role is ideal for someone with a background in hospitality, event sales, catering, or event production who enjoys building relationships, coordinating details, and creating memorable experiences for residents.

This position offers a primarily hybrid work structure, with the flexibility to work from home while managing inquiries, proposals, contracts, vendor communications, and event logistics. On-site presence required for scheduled walkthroughs, vendor coordination, and event-day setup and breakdown as needed. Candidates who are also available to assist as a Hostess on Tuesday and Thursday evenings are strongly preferred.

Compensation: Hourly pay plus additional commission.

Key Responsibilities

• Respond promptly and professionally to resident inquiries regarding private parties, birthdays, catering, and special events.
• Consult with residents to understand their event vision, preferences, budgets, and service needs.
• Prepare customized proposals, estimates, event agreements, and contracts.
• Follow up on inquiries, coordinate bookings, and manage applicable deposits and payment schedules.
• Maintain accurate records of inquiries, contracts, event calendars, and sales activity using event management software
• Build strong resident relationships and identify opportunities to encourage repeat bookings and additional event services.
• Communicate event details, policies, and requirements clearly while providing exceptional customer service throughout the planning process.

Event & Catering Coordination

• Coordinate all aspects of resident events, from initial inquiry and contract execution through planning, on-site coordination, and final breakdown.
• Develop event timelines, schedules, layouts, and logistical plans based on each event's requirements.
• Coordinate with culinary, food and beverage, security, housekeeping, maintenance, and other internal departments to ensure seamless execution.
• Liaise with outside vendors, caterers, DJs, entertainers, decorators, rental companies, and other service providers as needed.
• Conduct site visits and event walkthroughs to confirm setup requirements, vendor access, staffing, audiovisual needs, and other logistical details.
• Oversee on-site setup, event execution, and breakdown as required, ensuring all activities align with community standards.
• Monitor event budgets, vendor arrangements, and client expectations while addressing last-minute changes or concerns professionally.
• Manage community event calendars, resident programming, registrations, attendance, and post-event feedback as applicable.
• Coordinate instructors, service providers, and community partners for resident activities and special programming.
• Maintain organized event documentation and provide updates on upcoming bookings, inquiries, and sales activity.

Evening Hostess Responsibilities

• Assist with hostess duties on Tuesday and Thursday evenings from 5:30 PM to 10:00 PM, as applicable.
• Welcome and direct residents and their guests while maintaining a warm, professional, and polished presence.
• Coordinate with restaurant, kitchen, and bar teams to support smooth evening operations.
• Assist with reservations, event inquiries, and special requests as needed.

Qualifications

• Minimum of 2 years of experience in event planning, event sales, catering, hospitality, or event production preferred.
• Experience preparing proposals, managing contracts, coordinating vendors, and overseeing event logistics.
• Knowledge of catering operations, banquet service, food and beverage coordination, and event production is highly desirable.
• Familiarity with TripleSeat or similar event management, reservation, or customer relationship management systems is a plus.
• Strong written and verbal communication skills in English are required. Spanish and/or Russian proficiency is a plus.
• Excellent organizational, multitasking, time management, and problem-solving skills.
• Ability to manage multiple events and inquiries independently while maintaining attention to detail.
• Comfortable coordinating with multiple departments, vendors, and residents in a hospitality environment.
• Reliable transportation for on-site meetings, walkthroughs, and events.
• An associate's or bachelor's degree in hospitality, event management, or a related field is preferred but not required.