Event Coordinator

AP Rochester; City of Rochester (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

AP Rochester is seeking a highly organized Events Coordinator to plan and execute exceptional events at a luxury boutique hotel and event venue in Rochester, NY. This role will involve managing everything from elegant weddings to corporate meetings while maintaining a high standard of guest experience. Ideal candidates should have an Associate's degree or 5 years of experience, strong communication skills, and the ability to manage multiple tasks under pressure. Availability during evenings and weekends is required.

Qualifications

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask, prioritize, and remain calm under pressure.
• Availability to work evenings, weekends, and holidays.

Responsibilities

• Serve as the primary point of contact for clients throughout the event lifecycle.
• Conduct site tours and create proposals.
• Manage event staff including hiring and scheduling.
• Deliver a personalized service experience.
• Act as liaison between clients, vendors, and hotel departments.

Skills

Organizational skills

Time-management skills

Communication skills

Professional demeanor

Multitasking

Education

Associate's degree or 5+ years of relevant experience

Tools

Event management software

CRM software

Job description

DIRECT HIRE OPPORTUNITY!!! We are seeking a highly organized, polished, and guest-focused Events Coordinator to join a high-end boutique hotel and event venue in Rochester, NY. This role is responsible for planning, coordinating, and executing exceptional events from elegant weddings and social celebrations to corporate meetings and private dinners while delivering a seamless, luxury guest experience from initial inquiry through event completion. The ideal candidate has a keen eye for detail, strong communication skills, and a passion for hospitality and event production. Candidates need to have experience in hotel, restaurant, private clubs etc.

Responsibilities

• Serve as the primary point of contact for clients throughout the event lifecycle
• Conduct site tours and client consultations; create proposals and event documentation
• Develop and distribute Banquet Event Orders (BEOs) to internal departments
• Responsible for managing event staff to include hiring and scheduling
• Will be responsible for leading pre-shift and directing event staff and operations flow the entire day of the event
• Deliver a personalized, superior service experience consistent with a luxury boutique brand
• Anticipate client needs and proactively resolve issues to ensure flawless execution
• Maintain strong client relationships to drive repeat business and referrals
• Be present during events to oversee setup, execution, and breakdown
• Act as liaison between clients, vendors, and hotel departments (sales, culinary, banquets, housekeeping, front desk)
• Ensure event spaces meet brand standards for quality, presentation, and service
• Coordinate with approved preferred vendors (floral, rental, entertainment, AV, etc.)
• Work with kitchen for planning and budgeting events
• Working with other managers in the building
• Support sales initiatives and assist with event bookings as needed
• Maintain accurate client files, contracts, and invoices
• Track event budgets, payments, and final billing
• Update event management systems and contribute to forecasting and reporting

Education

Associate's degree or 5+ yrs of relevant experience

Experience

• Experience in boutique hotels, luxury venues, or wedding/event-specific environments
• Familiarity with event management or CRM software

Knowledge, Skills, Abilities, and Other Characteristics

• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Professional appearance and demeanor reflective of a high-end hospitality brand
• Ability to multitask, prioritize, and remain calm under pressure
• Availability to work evenings, weekends, and holidays as required for events