Event Coordinator

Southall; Franklin (TN); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Competitive compensation package

Medical, dental, vision insurance

Weekly pay

401k matching

Job summary

Southall is seeking an Event Coordinator to oversee on-site event logistics, liaise with clients, and manage vendor relations. The role includes ensuring proper load-in/strike, coordinating group room blocks, and maintaining detailed event documentation.

Responsibilities include coordinating VIPs, preparing BEOs, and supporting post-event turnover, with opportunities for internal event planning during quieter periods. Strong communication and organizational skills are essential.

Qualifications

• Experience as a departmental trainer or supervisor preferred.
• Ability to walk for long periods (see job description) or similar physical requirements.
• Strong attention to detail and excellent customer service.
• Experience using Microsoft Outlook and Excel preferred.

Responsibilities

• Oversee on-site event logistics and vendor management.
• Serve as client-facing liaison and on-site coordinator for seamless execution.
• Manage room blocks, reservations, and group rooming lists in the PMS.
• Coordinate VIP accommodations and special guest arrangements.
• Prepare Banquet Event Orders and diagrams for vendors.
• Support post-event turnover and vendor communications.

Skills

Customer service

Attention to detail

Leadership/Training

MS Outlook & Excel

Education

High School diploma or GED

Tools

Microsoft Outlook

Excel

Job description

Description

The Event Coordinator is responsible for overseeing our on-site event logistics, being a liaison between client expectations, operational connection and vendor management. This person will ensure that all vendors load in and strike from the proper location, adhere to the property standards and greet our clients at pivotal times throughout the event creation. Also, oversees protection of our facility and assets. When no group events are happening, this position will be working on administrative planning for internal events and proactive vendor communications.

Responsibilities

• Lead to delivery: sell and service internal groups 10-40 people, 90 – 120 days out
• Assist the Catering and Events team for all items related to on-site group needs and vendor activity for special events during conferences and programs
• Act as client-facing liaison and on-site coordinator to ensure seamless execution of event logistics, supporting the Event Manager
• Manage daily property-wide communications, including preparing and distributing the daily change log to ensure all departments are informed of important updates
• Develop, finalize, and maintain accurate Group Resumes in Infor SCS, ensuring all event details, BEOs, operational notes, and supporting documentation are complete and current, with timely distribution to operational departments and escalation of any unresolved or high-impact concerns to Event and operational leadership
• Manage assigned group room blocks from initial turnover through departure
• Load and maintain room blocks accurately in the PMS
• Monitor pickup, attrition, cancellations, no-shows, and rooming-list deadlines
• Ensure room types, rates, dates, and inventory align with the signed contract
• Identify potential overbooking or inventory concerns early and communicate them to Sales and Revenue Management
• Manage room block adjustments and release dates according to contract terms
• Track complimentary rooms, upgrades, suites, and VIP accommodations
• Receive, organize, and process group rooming lists
• Enter reservations accurately and efficiently
• Review reservations for rate, dates, room type, names, billing instructions, and special requests
• Maintain accurate reservation notes and VIP/group preferences
• Manage reservation changes, cancellations, extensions, and early departures
• Support post-contract event turnover by verifying executed contracts and SCS information, establishing group files and guest reservations, maintaining shared event calendars and key deadlines, and ensuring all departmental fields are complete and accurate for seamless execution and reporting
• Coordinate special accommodations for VIPs, executives, speakers, wedding parties, and other key guests
• Ensure successful vendor experience, remaining mindful of asset protection initiatives. This includes but not limited to: Initial vendor meet & greet, pre/post event space walkthrough and hold vendor accountable for any damages or sub-standard performances
• Perform administrative duties to support vendor management such as reporting, communications with manager and vendors, and property access for vendors
• Daily creation of Banquet Event Orders and diagram packets for Vendors when on property
• Maintain and organize Banquet Event Orders in addition to attending BEO Meeting as needed
• Prepare Set Up Program Agenda for pre-shift meetings, as required
• Pre-check and audit the set-up and banquet teams in accordance to the client and internal event order details to ensure an excellent experience for guests and Southall reputation
• Close and reset after each program: return operational materials, document notable operational challenges, and prepare for upcoming group arrivals
• Support post-departure follow-up, including the thank-you communication and the guest satisfaction survey
• Other duties as assigned

Requirements

• Experience as a departmental trainer or supervisor preferred.
• Ability to walk for long periods of distance and time, resulting in an average of 17,000 to 25,000 steps per shift required.
• Strong attention to detail.
• Excellent customer service and relationship making skills.
• Ability to have critical conversations regarding process and standard following.
• Experience using or ability to learn Microsoft Outlook and Excel preferred.
• High School diploma or GED

Our Benefits

• Competitive compensation package
• Medical, dental, vision, short and long-term disability, company-provided life insurance
• Generous paid time off accruals
• 9 paid holidays annually
• Weekly pay
• 401k and company match
• Education reimbursement
• Best-in-class Employee Assistance Program
• Free weekly outdoor activities and wellness classes
• 30% internal discounts
• Fresh and free daily meal
• Bountiful internal growth opportunities

Our Team

Assembled intentionally with dynamic expertise, the Southall team is offered the unique opportunity to learn humbly with, and from, each other. We invest in a growth mindset and take it upon ourselves to strengthen our knowledge and grit daily. We honor the cycles of nature, get our hands dirty and taste the earth’s bounty in an effort to connect with the land.

We plan with purpose, seeing past the present day and seeking to consider the planet with each step. We embrace a blend of ancient techniques and modern technologies in our practice of sustainability. We celebrate ingenuity and resourcefulness and approach our roles through the eyes of an entrepreneur, looking beyond our respective corners to the big picture.

Acting with intention, we approach each day with gratitude for the opportunity to serve our guests and each other. A humble holder of our Michelin Key, our team strives to provide a level of luxury that feels effortless and sincere, infusing wellness at every turn. The Southall team cares for our visitors with the same caliber of kindness and respect as we care for the humans that work alongside us.

Southall Farm and Inn is committed to a diverse and inclusive workplace. Southall provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.