F&B Outlets | Private Events Coordinator

Omni Hotels & Resorts; Louisville (KY); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Flexible schedule

Employee meal programs

Job summary

Omni Louisville Hotel, a landmark in downtown Louisville, seeks a Food & Beverage Outlets Private Events Coordinator to drive private events, group dining, and catering within our outlets. You will be the primary contact from inquiry to execution, ensuring exceptional service and revenue goals.

Work with F&B leadership, Culinary, Sales, Marketing, and Convention Services to craft compelling proposals, contracts, and flawless event experiences for guests and clients alike.

Qualifications

• High School Diploma or equivalent required.
• College degree in Hospitality Management, Business, Marketing, or related field preferred.
• Minimum of two years of hotel, restaurant, catering, private dining, event sales, or hospitality experience preferred.
• Previous experience in F&B sales, catering, private dining, or hotel operations strongly preferred.
• Knowledge of hotel and restaurant operations, event planning, and private dining practices.
• Demonstrated ability to identify sales opportunities and convert inquiries into confirmed business.
• Excellent verbal and written communication in English.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Experience with Opera, OpenTable, Delphi, Micros or similar systems preferred.
• STAR certification preferred/required.

Responsibilities

• Actively solicit and develop new business within local corporate, social, group dining, and catering markets.
• Respond promptly and professionally to all private event, group dining, buyout, and catering inquiries.
• Develop and maintain relationships with repeat clients to encourage future bookings.
• Prepare, negotiate, and execute contracts and other required event documentation.
• Coordinate private parties, group dining events, outlet buyouts, and other catered functions.
• Ensure all event details, pricing, guarantees, and special requests are documented and communicated.
• Communicate event arrangements to Culinary, F&B Operations, Sales, Convention Services, and other departments.
• Maintain accurate event documentation and client activity for future bookings.

Skills

Organization

Time management

Problem solving

Multitasking

Communication

Customer service

Attention to detail

Hospitality experience

Education

High School Diploma or equivalent

College degree in Hospitality Management, Business, Marketing, or related field

Tools

Opera

OpenTable

Delphi

Micros

STAR certification

Job description

Omni Louisville Hotel
Reflecting the past, present and future of our vibrant Kentucky town and inspired by the city's rich history and authentic character, the Omni Louisville transforms one of the city's most significant urban blocks into a unique and vibrant mixed-use environment offering hotel guests, residents and locals a chance to connect and enjoy the best of a great city. The hotel is a prominent landmark against the Louisville skyline, glistening during the day and glowing at night, with the iconic glassy ends of the 612 room hotel. The hotel pool and rooftop bar, designed for seamless indoor and outdoor integration, allows guests to rest, relax and socialize with downtown Louisville as the backdrop. The essence of Louisville is woven throughout, with interior design that blends elements of the city's heritage, culture, and character-felt everywhere from the hotel restaurants to a featured bourbon bar, and even the hotel's speakeasy and bowling alley. Guests can enjoy a vibrant Falls City Market, a 20,000-square-foot urban food hall and grocer directly connected to the hotel lobby. Located at street level, this dynamic space transforms Liberty Street into a lively pedestrian destination. Featuring a diverse selection of food and dessert options-including craft beer, fresh bakery items, and local favorites-the market serves as a welcoming hub for both hotel guests and the local community. If you are a friendly, motivated person, with a passion to serve others, the Omni Louisville Hotel may be your perfect match.

F&B Outlets | Private Events Coordinator

Position Overview

The Food & Beverage Outlets Private Events Coordinator is responsible for generating, selling, planning, and coordinating private events, group dining, and catered functions within the hotel's Food & Beverage outlets. This position serves as a primary point of contact for clients from initial inquiry through event completion, ensuring exceptional guest service, accurate event execution, adherence to property policies, and achievement of revenue and profitability objectives. The position will actively solicit new business within the local corporate, social, group dining, and catering markets while maximizing the use and revenue potential of the hotel's Food & Beverage outlets. The Coordinator will work closely with Food & Beverage leadership, Culinary, Sales, Marketing, Convention Services, and other hotel departments to ensure all events are properly planned, communicated, and executed. This role requires a highly organized, service-oriented, and sales-minded professional who can effectively manage multiple events and priorities while maintaining strong attention to detail and delivering an exceptional guest experience.

Essential Job Functions

Sales & Revenue Generation

• Actively solicit and develop new business within the local corporate, social, group dining, and catering markets.
• Respond promptly and professionally to all private event, group dining, buyout, and catering inquiries.
• Generate business for the hotel's Food & Beverage outlets, including Pin + Proof, Bob's, Library Bar, and Neighborhood Services, as applicable.
• Work within established selling guidelines, pricing structures, food and beverage minimums, and outlet capacities to maximize revenue and minimize erosion of check averages.
• Conduct outside sales calls and client visits to develop new business and strengthen existing relationships.
• Partner with the hotel Sales and Marketing teams to identify and pursue new business opportunities.
• Utilize effective selling and upselling techniques to maximize event revenue.
• Maintain an active prospect database and consistently develop new accounts and opportunities.
• Develop and maintain relationships with repeat clients to encourage future bookings and maximize customer retention.
• Track and report private events and group dining sales, including booking pace, revenue, repeat business, and other applicable performance metrics.

Event Planning & Client Relations

• Manage the event planning and detailing process from initial inquiry through completion of the event.
• Consult with clients to determine event requirements, including menus, pricing, wine and beverage selections, room or outlet setup, audio-visual needs, entertainment, decor, billing arrangements, and other event specifications.
• Work closely with the General Manager of Bob's and Food & Beverage leadership to establish appropriate food and beverage minimums, pricing, availability, and selling strategies.
• Communicate with clients throughout the planning process to confirm details, negotiate terms, obtain final guarantees, secure payment information, and ensure all expectations are clearly understood.
• Prepare, negotiate, and execute contracts, agreements, and other required event documentation.
• Coordinate private parties, group dining events, outlet buyouts, and other catered functions.
• Ensure all event details, pricing guarantees, billing information, and special requests are accurately documented and communicated.
• Physically inspect and double-check event arrangements prior to and during functions to ensure the actual setup and execution meet client specifications.
• Proactively identify and resolve potential issues before and during events to ensure guest satisfaction.

Administrative & Operational Responsibilities

• Handle all event and private dining inquiries in a timely and professional manner.
• Prepare and distribute BEOs, booking notices, contracts, correspondence, agreements, and event changes accurately and within established deadlines.
• Ensure all applicable private and group dining reservations are entered and maintained accurately in OpenTable and other designated hotel systems.
• Maintain complete and organized client and account files, including contracts, correspondence, guarantees, post-event information, and other pertinent documentation.
• Communicate all event arrangements, changes, and special requirements to Culinary, Food & Beverage Operations, Sales, Convention Services, Engineering, Security, and other responsible hotel departments.
• Ensure last-minute changes and updated event information are communicated promptly to all appropriate departments.
• Maintain accurate records of event sales, client activity, repeat business, and account history.
• Develop and maintain an effective filing and tracking system to facilitate future bookings and repeat business.
• Assist with department reports, training materials, administrative paperwork, and other operational needs as directed by management.
• Answer forwarded telephone calls during business hours and ensure prompt and professional responses to guest inquiries.
• Maintain strict confidentiality of guest, client, financial, and hotel information.
• Perform other duties and responsibilities as assigned by management.

Communication & Interdepartmental Responsibilities

• Maintain consistent and professional communication with clients before, during, and after events.
• Conduct or participate in pre-event meetings as appropriate to review event details, special requests, VIP information, and operational requirements.
• Ensure all departments receive accurate and timely information necessary to successfully execute each event.
• Follow up after events to obtain client feedback, resolve outstanding concerns, and identify opportunities for future business.
• Promote a culture of teamwork, accountability, urgency, and exceptional guest service.

Qualifications

• High School Diploma or equivalent required.
• College degree in Hospitality Management, Business, Marketing, or a related field preferred.
• Minimum of two years of hotel, restaurant, catering, private dining, event sales, or hospitality experience preferred.
• Previous experience in Food & Beverage sales, catering, private dining, or hotel operations strongly preferred.
• Knowledge of hotel and restaurant operations, event planning, and private dining practices.
• Demonstrated ability to identify sales opportunities and convert inquiries into confirmed business.
• Highly developed customer service skills with exceptional attention to detail.
• Strong organizational, time-management, problem-solving, and multitasking abilities.
• Ability to work effectively under pressure and manage multiple events, deadlines, and client requests simultaneously.
• Dynamic, enthusiastic, creative, and professional individual who thrives in a fast‑paced hospitality environment.
• Excellent verbal and written communication skills in English, with the ability to demonstrate warmth, professionalism, and empathy when interacting with guests and clients.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with hotel and restaurant systems such as Opera, OpenTable, Delphi, Micros or similar platforms preferred.
• STAR certification preferred/required, consistent with property standards.
• Must maintain a professional business appearance, attitude, and performance.
• Must be available to work a flexible schedule, including evenings, weekends, holidays, and other periods of high business demand.

Physical Requirements & Working Environment

• Must be able to stand and walk for extended periods and/or throughout an entire work shift.
• Must be able to move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Requires repetitive motion of arms and hands, including computer and telephone use.
• May work in both indoor and outdoor environments depending upon event requirements.
• Must be able to move throughout Food & Beverage outlets and event spaces to inspect setups and support event execution.
• Must be able to communicate effectively with guests, clients, associates, and management in a busy hospitality environment.

Success in This Position

Success in this position will be measured by the coordinator's ability to generate new private-event and group-dining revenue, convert inquiries into confirmed business, protect outlet profitability, develop repeat clientele, maintain accurate and timely event documentation, and consistently deliver exceptional guest experiences through flawless communication and execution. This job description is intended to provide a general overview of the primary responsibilities and expectations of the position and is not intended to be an exhaustive or all-inclusive list of duties. Responsibilities, assignments, and priorities may be modified, expanded, or otherwise adjusted as needed to meet changing business needs and organizational priorities.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.