Event Coordinator

Sycamore Golf Club; Macedon (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

Sycamore Golf Club is seeking an organized Events Coordinator to plan, sell, and execute weddings, golf tournaments, corporate functions, banquets, and member events. You will own the client relationship from inquiry to on-site execution, coordinating with our food & beverage, grounds, and pro shop teams to deliver a seamless experience.

The ideal candidate is detail-driven, calm under pressure, and comfortable serving as the on-site point person during events, including evenings and weekends.

Qualifications

• Experience in event coordination, hospitality, or catering preferred.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication; client/vendor interfacing.
• On-site availability including evenings, weekends, and holidays.
• Must be able to lift up to 25–30 lbs and be on feet for extended periods.

Responsibilities

• Respond to event inquiries, conduct site tours, and convert leads into booked events.
• Prepare proposals, contracts, and event estimates; manage deposits and payment schedules.
• Maintain the events calendar and coordinate scheduling around golf operations and course availability.
• Serve as the primary contact for clients from booking through completion.
• Build detailed banquet event orders (BEOs) covering food, beverage, layout, timing, rentals, and staffing.
• Coordinate menus and service details with the food & beverage team.
• Manage outside vendors and confirm logistics in advance.
• Coordinate tournament logistics with the pro shop and grounds crew.
• Oversee setup, act as on-site point of contact during events, and ensure breakdown and post-event reconciliation.
• Track budgets, invoicing, and final billing; maintain records in the CRM.

Skills

Event coordination

Hospitality

Communication

Organizational skills

Availability evenings/weekends/hols

Driver's license

Tools

Event management software

CRM software

Job description

Sycamore Golf Club is seeking an organized, personable Events Coordinator to plan, sell, and execute events across our facility — weddings, golf tournaments and outings, corporate functions, banquets, and member events. This role owns the client relationship from first inquiry through day-of execution, working closely with our food & beverage, grounds, and pro shop teams to deliver a seamless experience. The ideal candidate is detail-driven, calm under pressure, and comfortable being the on-site point person during events, including evenings and weekends.

Key Responsibilities

Sycamore Golf Club is seeking an organized, personable Events Coordinator to plan, sell, and execute events across our facility — weddings, golf tournaments and outings, corporate functions, banquets, and member events. This role owns the client relationship from first inquiry through day-of execution, working closely with our food & beverage, grounds, and pro shop teams to deliver a seamless experience. The ideal candidate is detail-driven, calm under pressure, and comfortable being the on-site point person during events, including evenings and weekends.

Sales & booking

• Respond to event inquiries, conduct site tours, and convert leads into booked events.
• Prepare proposals, contracts, and event estimates; manage deposits and payment schedules.
• Maintain the events calendar and coordinate scheduling around golf operations and course availability.

Event planning & coordination

• Serve as the primary contact for clients from booking through completion.
• Build detailed banquet event orders (BEOs) covering food, beverage, layout, timing, rentals, and staffing.
• Coordinate menus and service details with the food & beverage team.
• Manage outside vendors (florists, DJs, rentals, photographers, etc.) and confirm all logistics in advance.

Golf outing & tournament support

• Coordinate tournament logistics with the pro shop and grounds crew — tee assignments, scoring, carts, on-course signage, and hospitality.

Day-of execution

• Oversee setup, act as on-site point of contact during events, direct staff, and resolve issues in real time.
• Ensure breakdown, cleanup, and post-event reconciliation are completed.

Administration & marketing

• Track budgets, invoicing, and final billing for each event.
• Maintain accurate records in the club's booking/CRM system.
• Support marketing of the club's event offerings (website content, social media, bridal/vendor shows, and community outreach).

Qualifications

• Event coordination, hospitality, or catering experience preferred but not required — we're willing to train the right person.
• Strong organizational and multitasking skills with meticulous attention to detail.
• Excellent written and verbal communication; comfortable interfacing with clients and vendors.
• Availability to be on-site and present throughout events, including evenings, weekends, and holidays during peak season, and to be available on short notice to conduct site tours for prospective clients.
• Ability and willingness to learn and work within the club's event management software for bookings, event orders, and scheduling.
• Ability to lift up to [25–30] lbs and remain on your feet for extended periods during events.
• Valid driver's license.