Group Event Services Coordinator

THEODORE ROOSEVELT MEDORA FOUNDATION; Medora (ND); On-site; USD 42,000 - 64,000; Full time

Job summary

THEODORE ROOSEVELT MEDORA FOUNDATION seeks a Group Event Services Coordinator to manage planning, logistics, and execution of diverse group events. You will coordinate vendors, communicate with clients, and support the Hospitality team to ensure seamless event delivery.

Role involves budgeting, on-site coordination, and creating event documentation, with regular Monday–Friday hours in an office setting and occasional after-hours during events.

Qualifications

• Organizational and communication skills are essential.
• Experience in event coordination or planning preferred.
• Proficiency with MS Office and event tools is expected.

Responsibilities

• Coordinate all aspects of events from planning to execution, including venue, catering, AV, and attendee accommodations.
• Manage event orders, bookings records, payments, and documentation; process invoices and tip sheets within 3–5 business days.
• Serve as onsite contact for outside vendors and ensure compliance with safety and health regulations.
• Maintain master event calendar and distribute it in a timely manner; create and distribute banquet event orders.
• Support budget tracking and expense management per group contracts; assist with on-site operations during events.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Attention to Detail

Teamwork

Event Planning Experience

Software Proficiency

Education

Bachelor’s degree in Business Administration, Hospitality Management, or Communications (preferred)

High school diploma (required)

Tools

Microsoft Office Suite

Event Management Software

Job description

Description

Summary/Objective

The Group Event Services Coordinator provides comprehensive administrative and logistical support for events. This role involves managing event details, coordinating vendors, handling communications, and ensuring smooth event execution. The GES Coordinator works closely with Sales Representatives to execute on the contracts developed between the Sales Representatives and the Client. The GES Coordinator collaborates closely with the TRMF Hospitality team to provide support for diverse types of group events, from corporate retreats, motorcoaches, weddings, reunions, to large-scale conferences.

Duties/Responsibilities:

Event Coordination:

• Coordinate all aspects of the event, from planning, logistics, and execution. This includes venue set-up, catering arrangements, audiovisual setup, and attendee accommodations. This includes creating and releasing tickets and room blocks.
• Plan and facilitate weekly catering meetings with the Hospitality team.

Administrative Support:

• Manage event orders, maintain records of bookings, handling payments, and preparing event documentation.
• Processing invoices and tip sheets in three to five business days.

Vendor Management:

• Coordinating with Hospitality Team for services like catering, decorations, and needed equipment.
• Serve as onsite point of contact for any outside vendors contracted by group for event needs (i.e. A/V, Rentals)
• Ensure that events meet legal, safety, and health requirements and regulations; obtain necessary permits from fire, police, and health departments.
• Develop and maintain current list of available venues, services, and pricing options to support sales representatives.

Communication:

• Acting as primary point of contact for booked events, communicating with group contact, and managing event-related correspondence.
• Create, update, and distribute banquet events orders.
• Receive and screen telephone calls and visitors, and provide routine information regarding events, operations, policies, and procedures.
• Accurately maintain the master event calendar and distribute it in a timely manner.

Budget Management:

• Assisting with tracking expenses and managing budgets outlined in group contracts

On-site Support:

• Providing on-site assistance during events, ensuring smooth operations, and addressing any issues that may arise.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements

Skills and Qualifications:

• Organizational Skills - Excellent organizational skills to manage multiple tasks, prioritize effectively, and meet deadlines
• Communication Skills - Strong written and verbal communication skills for interacting with clients and adapt to changing situations
• Problem-Solving Skills - Ability to troubleshoot issues, resolve problems independently, and adapt to changing situations
• Attention to Detail - Meticulous attention to detail to ensure accuracy in event planning and execution
• Teamwork - Ability to work effectively as part of a team and collaborate with others
• Event Planning Experience - Experience in event planning or event coordination preferred
• Software Proficiency - Familiarity with event management software and Microsoft Office Suite

Required Education and Experience

• Knowledge of Group Markets, Food and Beverage, Lodging and/or hospitality industry
• High school diploma required, bachelor’s degree in business administration, Hospitality Management, and Communications or related field preferre
• Minimum of three (3) years’ experience in a clerical or administrative position; or an equivalent combination of education and experience

Supervisory Responsibilities

none

Work Environment

This position is in an office environment. Evenings, weekends, and holidays required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Prolonged periods of sitting at a desk and working on a computer.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Must be able to lift 30 lbs. at times.
• Ability to remain calm under pressure and deal with unexpected situations.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m., this position regularly requires long hours and weekend work.

AAP/EEO Statement

It is the policy of TRMF to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, TRMF will provide reasonable accommodation for qualified individuals with disabilities.