Event Coordinator - Blackberry Farm

Blackberry Farm, LLC.; Walland (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

Blackberry Farm, LLC. in Walland, Tennessee, is seeking an Event Coordinator to oversee internal events and private groups, ensuring flawless execution and guest satisfaction.

The role demands strong organization, attention to detail, and a hospitality mindset to collaborate with multiple departments. The ideal candidate will manage logistics from planning to billing, coordinate travel, and produce final invoices while maintaining high standards for service quality during weekends, holidays, and

Qualifications

• College degree or equivalent experience in event coordination preferred
• Hospitality industry experience is required

Responsibilities

• Manages internal events and/or groups, typically small to medium in size
• Supports Event Managers for larger programs
• Works weekends, holidays, and nights throughout the year as necessary to assist with onsite programs
• Manages all program logistics through the planning process, execution, and billing. This includes room blocks, activities, meals, meetings, special needs, tracking meeting/dining room reservations, billing and post-event reporting
• Acts as a primary contact for guest personalities, vendors, group planners, and internal department heads, both in planning and on-site
• Arranges travel, logistics, and any other necessary details for internal event personalities
• Creates resumes, rooming lists, transportation manifests, and activity lists
• Communicates program requirements and logistics to all operational staff
• Creates and sends final invoices for group billing, and provides backups for disputed items
• Executes internal events within the guidelines of the budget
• Works with Marketing and Reservations teams to drive bookings for internal events
• Crafts experiences for groups that will create a memorable program and work towards revenue goals
• Creates and maintains various reports for groups and internal events to track profitability, expenses, and revenue

Skills

Detail-oriented

Highly organized

Hospitality mindset

Guest services

Education

College degree or equivalent in event coordination

Hospitality industry experience

Tools

Microsoft Windows

Word

Excel

PowerPoint

Outlook

Opera

Active Networks

OpenTable

Job description

It’s fun to work in a company where people truly BELIEVE in what they’re doing!
We’re committed to bringing passion and customer focus to the business.

1471 W. Millers Cove RdWalland, TN 37886

The Event Coordinator is responsible for ensuring small to medium internal events and group functions - such as concerts, holidays, corporate retreats, family gatherings, and other private group gatherings - are executed in a flawless manner always keeping the guest’s satisfaction the number one priority. The ideal candidate is detail-oriented and highly organized, has a hospitality mindset, and possesses the skills to perform the essential job responsibilities below.

Internal Events: Events that Blackberry puts on that leisure guests book into- ex. Food & Wine events, Enrichments events, Holidays, Concerts.
Groups: Guests gathering at Blackberry for a contracted private event - ex. corporate retreat, family reunion, wedding, leisure group.

ESSENTIAL DUTIES AND RESPONSIBILITIES

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Manages internal events and/or groups, typically small to medium in size
• Supports Event Managers for larger programs
• Works weekends, holidays, and nights throughout the year as necessary to assist with onsite programs
• Manages all program logistics through the planning process, execution, and billing. This includes room blocks, activities, meals, meetings, special needs, tracking meeting/dining room reservations, billing and post-event reporting
• Acts as a primary contact for guest personalities, vendors, group planners, and internal department heads, both in planning and on-site
• Arranges travel, logistics, and any other necessary details for internal event personalities
• Creates resumes, rooming lists, transportation manifests, and activity lists
• Communicates program requirements and logistics to all operational staff
• Creates and sends final invoices for group billing, and provides backups for disputed items
• Executes internal events within the guidelines of the budget
• Works with Marketing and Reservations teams to drive bookings for internal events
• Crafts experiences for groups that will create a memorable program and work towards revenue goals
• Creates and maintains various reports for groups and internal events to track profitability, expenses, and revenue

Must comply with all company policies and procedures.
To perform the essential functions of this position regular and consistent attendance is required.
Must be able to work well with other Team Members and managers and interact with our guests.

EDUCATION and/or EXPERIENCE

• College degree or equivalent experience in event coordination preferred
• Hospitality industry experience is required

COMPUTER SKILLS

• Must be proficient in Microsoft Windows, Word, Excel, PowerPoint, Outlook
• Experience with Opera, Active Networks, and Open Table preferred

LANGUAGE SKILLS

Must have excellent verbal & written communication skills
Must be able to communicate effectively with guests, managers, and team members

MATHEMATICAL SKILLS

Knowledge of basic accounting principles required for reporting, statistics, and budgets

REASONING ABILITY

• Must be able to make sound business decisions in regards to sales and customer requests
• Must be able to accomplish tasks in a timely manner and manage multiple projects

PHYSICAL DEMANDS

• 80% computer and phone work at a desk
• 20% on-property management including some physical demands with movement of event décor, furniture, etc.
• Must be able to sit for long periods of time, and work extensively on the computer and phone while multi-tasking to complete daily responsibilities
• Must be able to safely operate a company vehicle or golf cart

WORK ENVIRONMENT

• General office
• May be asked to work outside in all weather conditions