Events Administrative Coordinator

Houston Racquet Club; Houston (TX); On-site; USD 27,552 - 38,572; Full time

Job summary

Houston Racquet Club in Houston, TX seeks an Events Administrative Coordinator to support the Events Team with planning and execution of weddings, corporate functions, member celebrations, and club traditions.

You will prepare BEOs, manage event info in club systems, coordinate calendars and tastings, handle vendor paperwork, and provide on-site day-of support to ensure every event runs smoothly.

This role emphasizes organization, customer service, and collaboration in a private club environment.

Qualifications

• Strong organizational skills and ability to manage multiple projects.
• Excellent attention to detail in event planning and admin tasks.
• Proven customer service and professional communication with members and vendors.
• Proficient with Microsoft Office (Outlook, Word, Excel).
• Experience in hospitality or private club settings is a plus.

Responsibilities

• Prepare Banquet Event Orders (BEOs), event packets, contracts, invoices, and event documentation.
• Maintain event information in Reserve Cloud and other club systems.
• Coordinate calendars, planning meetings, tastings, site tours, and event appointments.
• Manage event correspondence and keep client communications organized and on schedule.
• Prepare event materials including menus, place cards, signage, diagrams, and collateral.
• Coordinate vendor paperwork, certificates of insurance, contracts, and permits.
• Communicate event updates with Club departments.
• Provide administrative and logistical support on event days to ensure smooth execution.

Skills

Organizational skills

Customer service

Communication

Multitasking

Microsoft Office (Outlook, Word, Excel

Tools

Event management software

Job description

Overview

Join Our Team as an Events Administrative Coordinator! Do you love organization, planning, and bringing memorable events to life? Houston Racquet Club is looking for an organized, detail-oriented Events Administrative Coordinator to join our Events Team. If you enjoy keeping projects on track, thrive in a fast‑paced environment, and take pride in making sure every detail is just right, this could be the perfect opportunity for you.

About the Role

From elegant weddings and corporate functions to member celebrations, holiday events, and club traditions, you'll play an important role in helping create exceptional experiences for our members and guests.

What You’ll Do

• Preparing Banquet Event Orders (BEOs), event packets, contracts, invoices, and event documentation.
• Maintaining event information in Reserve Cloud and other club systems.
• Coordinating calendars, planning meetings, tastings, site tours, and event appointments.
• Managing event correspondence and helping keep client communications organized and on schedule.
• Preparing event materials including menus, place cards, signage, diagrams, and other printed collateral.
• Coordinating vendor paperwork, certificates of insurance, contracts, and permits.
• Communicating event updates and logistical changes with departments across the Club.
• Providing administrative and logistical support on event days to help ensure every event runs smoothly.

We’re Looking For Someone Who

• Loves staying organized and managing multiple projects.
• Has exceptional attention to detail.
• Enjoys working with people and providing outstanding customer service.
• Communicates professionally with members, vendors, and fellow team members.
• Can prioritize changing deadlines while maintaining accuracy.
• Is proficient in Microsoft Office, including Outlook, Word, and Excel.
• Is eager to learn and contribute to a collaborative team.

Preferred Experience

• Previous administrative, hospitality, catering, event planning, or customer service experience preferred.
• Experience in a private club, hotel, banquet facility, or hospitality environment is a plus.
• Experience using event management software is preferred.

Why Houston Racquet Club?

Founded in 1965, Houston Racquet Club is one of Houston’s premier private clubs, known for exceptional hospitality, outstanding dining, world‑class racquet sports, family programming, and a welcoming community. Our members enjoy an active lifestyle centered around exceptional service, meaningful connections, and memorable experiences. Our team is what makes that possible. We believe in creating a positive workplace where employees are valued, supported, and encouraged to grow. Whether you’re welcoming members, planning unforgettable events, or working behind the scenes, every team member plays an important role in delivering the level of service our Club is known for.

At Houston Racquet Club, You’ll Find

• A supportive and collaborative team environment.
• Opportunities for professional growth and development.
• A workplace where every day brings something new.
• The chance to be part of some of Houston’s most memorable private events and celebrations.
• A culture built on teamwork, professionalism, hospitality, and pride in what we do.

Position Details

Position: Events Administrative Coordinator
Status: Non-Exempt (Hourly)
Reports To: Director of Events
Some evenings, weekends, and holidays may be required based on the Club’s event schedule.

Equal Employment Opportunity

Houston Racquet Club is proud to be an Equal Opportunity Employer. We are committed to creating an inclusive workplace where all employees are treated with dignity and respect. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state or local law.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Employment with Houston Racquet Club is contingent upon the successful completion of pre‑employment requirements, which may include a background check, employment verification, and other job‑related screenings consistent with applicable laws.

If you’re ready to bring your organizational skills, positive attitude, and passion for hospitality to one of Houston’s premier private clubs, we’d love to hear from you!