Event Planning Coordinator

Grand Hyatt Nashville; Nashville (TN); On-site; USD 24,000 - 34,000; Full time

Benefits offered by this job

Medical, dental, and vision

Disability & life insurance

Employee Assistance Program

401(k) with match

Employee discounts

Paid vacation & sick time

Job summary

Grand Hyatt Nashville is seeking an Event Planning Coordinator to oversee the planning, coordination, and execution of events from inquiry to post-event follow-up. You will work closely with clients and hotel departments to deliver exceptional service and seamless operations.

Ideal candidates bring a bachelor’s degree in hospitality or related field and 2+ years in event coordination, with strong organizational and communication skills.

Qualifications

• Bachelor’s degree in Hospitality or related field.
• 2+ years in event coordination or hospitality experience.
• Strong organizational skills and ability to manage multiple events.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office; experience with event management software is a plus.

Responsibilities

• Manage all event logistics from initial booking to post-event follow-up.
• Coordinate meeting room setups, catering, AV, and special requests.
• Communicate with clients to understand goals and ensure satisfaction.
• Coordinate with caterers, florists, AV technicians, and entertainers.
• Assist with event budgets and track expenses.
• Collaborate with marketing to promote packages and generate leads.
• Work with front desk, housekeeping, kitchen, and facilities for smooth operations.
• Oversee event setup and breakdown and act as main contact on event day.
• Collect feedback and address client concerns.
• Maintain relationships for future events.

Skills

Organizational skills

Communication skills

Interpersonal skills

Pressure handling

Education

Bachelor’s degree in Hospitality Management, Event Planning, Business Administration, or related field

Tools

Microsoft Office Suite

Salesforce

Property Management Systems (PMS)

Job description

Description

The Event Planning Coordinator will be responsible for overseeing the planning, coordination, and execution of events. This role will work closely with clients to understand their event needs, liaise with hotel departments to ensure seamless event operations, and ensure the highest level of customer service throughout the planning and event execution processes.

Division Grand Hyatt Nashville

The Event Planning Coordinator will be responsible for overseeing the planning, coordination, and execution of events. This role will work closely with clients to understand their event needs, liaise with hotel departments to ensure seamless event operations, and ensure the highest level of customer service throughout the planning and event execution processes.

How You’ll Shape The Experience & Future

• Manage all event logistics from initial booking through to post-event follow-up. This includes coordinating meeting room setups, catering, audio-visual needs, and special requests.
• Communicate directly with clients to understand event goals and needs. Provide exceptional customer service by answering inquiries, providing event proposals, and ensuring client satisfaction.
• Work with external vendors such as caterers, florists, AV technicians, and entertainers to ensure event requirements are met.
• Assist clients in developing event budgets and ensure that all expenses remain within the approved budget. Track and report on event costs.
• Collaborate with the marketing team to promote event packages, generate leads, and increase hotel visibility for events.
• Work closely with other hotel departments, including front desk, housekeeping, kitchen, and facilities, to ensure smooth operations for each event.
• Oversee event set up and breakdown, ensuring everything is in place and all services are delivered as promised. Act as the point of contact for clients and vendors on the event day.
• Collect feedback from clients after events and assist with addressing any concerns.
• Maintain relationships for future events.
• Other duties as assigned.

ACADEMIC BACKGROUND

• Bachelor’s degree in Hospitality Management, Event Planning, Business Administration, or a related field (or equivalent work experience).
• 2+ years of experience in event coordination or hospitality industry.
• Strong organizational skills with attention to detail and the ability to manage multiple events simultaneously.
• Excellent communication and interpersonal skills to interact with clients, vendors, and internal teams.
• Ability to work under pressure and remain calm and professional in high-stress situations.
• Proficiency in Microsoft Office Suite and event management software (experience with property management systems, Salesforce, or similar software is a plus).

Benefits

• Medical, dental, and vision (HSA available)
• Company-paid disability & life insurance
• Employee Assistance Program
• Supplemental benefits
• 401(k) with match
• Employee discounts
• Paid vacation & sick time

Hourly: $21/ Hr

Position Requirements

Successful completion of a background check is required prior to employment.

EOE Statement

HM Alpha Hotels & Resorts is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind. We are committed to providing an environment of mutual respect, the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex (including pregnancy and gender identity), national origin, age (40 or older) disability, genetic information, family or parental status, military service, or any other status protected by the laws or regulations in the locations where we operate. HM Alpha Hotels & Resorts will not tolerate discrimination or harassment based on any of these characteristics.