Events Coordinator, Activities

Gulf Bay Group of Companies; Naples (FL); On-site; USD 38,000 - 56,000; Full time

Job summary

Gulf Bay Group of Companies in Naples, FL is seeking an Events Support Coordinator to assist the Events Manager in planning, promoting and directing Club & Spa membership activities. The ideal candidate is friendly, professional, and able to work weekends and holidays with strong communication and multitasking skills.

Notary certification is a plus, and collaboration with Marketing, operations and member services will ensure exceptional guest experiences.

Qualifications

• High School diploma or equivalent required; a 4-year degree is preferred.
• Experience in hospitality, private club settings is preferred.
• Proficiency in Word and Excel; Canva experience is a plus.
• Strong attention to detail and excellent communication skills.
• Notary Public Certification is a plus; ability to pass background checks.

Responsibilities

• Contribute to Master Calendar planning, monthly event schedules, and activities/dining calendar.
• Update reservation settings for all events related to Activities department.
• Create and supervise BEO development including oversight of administrative and operational aspects of each and attend weekly BEO meetings.
• Provide information for Marketing for flyers/newsletters/e-blasts/social media posts in a timely manner.
• Update boards with current and future events and activities.
• Maintain vendor relationships and prepare Event Agreement drafts; manage contracts and payments.
• Coordinate private event requests from Members and HOA; coordinate HOA Board meetings.
• Decorate the facility and event spaces as required; maintain décor storage.
• Prepare floor plans and direction signs for events; coordinate sign-in procedures and registrations.
• Assist with special assignments or projects and support the Events Manager.
• Provide Notary services to members/guests if licensed; conduct Club & Spa tours for potential Members.

Skills

Communication skills

Organization & time-management

Interpersonal skills

Attention to detail

Weekend & holiday availability

Education

High School diploma or equivalent

Bachelor’s degree in hospitality, event planning or related field

Notary Public Certification

Tools

Microsoft Word

Excel

Canva

Job description

Basic Summary

This position serves in a support function to the Events Manager by assisting in planning, promoting and directing all Club & Spa membership activity programs to achieve customer (guest, member, employee, corporate and owner) satisfaction. Ideal candidate will demonstrate a friendly and outgoing personality, leadership, professionalism, tact, good judgment, and dedication to the hospitality industry. Enthusiasm, excellent communication, and a helpful attitude are the cornerstone characteristics of this position. Must be able to work weekends and holidays.

Position Responsibilities

• Contribute to Master Calendar planning, monthly event schedules, and activities/dining calendar.
• Update reservation settings for all events related to Activities department.
• Create and supervise Banquet Event Order (BEO) development including oversight of administrative and operational aspects of each and attend weekly BEO meetings.
• Provide all necessary or requested information for the Marketing Department for flyers/newsletters/e-blasts/social media posts in a timely manner.
• Update communication/advertising boards with current and future events and activities.
• Maintain Vendor relationships including preparation of Event Agreement drafts for review, organize contracts, process vendor payments.
• Coordinate private event requests from Members and HOA. Coordinate HOA Board Meeting requests.
• Decorate the facility, restaurant(s) or event room(s) for events and activities as required.
• Maintain inventory and tidiness of Décor storage.
• Prepare floor plans and direction signs for events when required.
• Coordinate event organization including sign-in sheets, check-in procedures, and applicable charges. Handle reservations and confirmations, manage waitlists, and capture photos during member events.
• Assist with special assignments/projects to support Events Manager.
• Assist in all areas of Club Operations as requested.
• Provide Notary services to members/guests if licensed.
• Provide Club & Spa tours to new or potential Members as requested.

Other

• Timely and consistent attendance is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
• Due to the cyclical nature of our industry, employer may require employees to work varying schedules to reflect the business needs of the company.
• Upon employment, employees are required to fully comply with the company’s rules and regulations for the safe and efficient operation of the facilities. Employees who violate the rules and regulations will be subject to disciplinary action, up to and including termination.

Education / Experience / Other Requirements

• High School diploma or equivalent required. A four-year degree in hospitality, event planning, or related program is preferred.
• Previous experience in the Hospitality industry, particularly in a private club setting, preferred.
• Proficient in Microsoft Word and Excel. Canva experience is a plus.
• Excellent attention to detail and verbal and written communication skills.
• Prior experience in office environment preferred.
• Notary Public Certification preferred.
• Strong interpersonal and relationship building skills.
• Solid organizational and time-management skills with ability to manage multiple priorities.
• Ability to work independently with minimal supervision, effectively prioritize tasks, and consistently meet deadlines.
• Provide a positive role model for professionalism and culture of organization.
• Maintain strict confidentiality.
• Ability to assimilate innovative ideas and work well in a changing environment.
• Demonstrated ability to work successfully in a collaborative environment.
• Must be able to work weekends and Holidays.
• Notary Public Certification is a plus.
• Successfully pass a pre-employment drug screen and background check.

Physical Demands – Ability To

• Grasp, lift, push/pull, carry or transport up to 25 lbs. Ability to push/pull wheeled carts weighing up to 100 lbs.
• Sit, walk, and stand for extended periods of time.
• Express and exchange ideas by means of the spoken word accurately, loudly, and quickly.
• Perceive the nature of sounds at a normal speaking level and make fine discriminations in sound.
• Have visual acuity to determine accuracy, neatness and thoroughness of the work assigned.
• The noise level in the work environment is usually moderate.
• Bend, stoop, kneel, and reach with hands and arms.

The above statements are intended to describe the general nature and level of work performed by people assigned to this position. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time. By signing below, the employee acknowledges that he/she has read the Job Description and agrees to the terms and conditions.