On-Site Events Lead: Logistics, VIPs & Vendor Success

SOUTHALL FARM & INN; Franklin (TN); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid time off

Weekly pay

401k and company match

Education reimbursement

Wellness activities

Internal discounts

Fresh daily meals

Growth opportunities

Job summary

Southall Farm and Inn is seeking an Event Coordinator to oversee on-site event logistics, liaise between client expectations and operations, and manage vendor activities from load-in to strike. The role includes maintaining group blocks, rooming lists, and comprehensive event documentation to ensure flawless execution and guest satisfaction.

Responsibilities include coordinating VIP accommodations, preparing Banquet Event Orders, and ensuring asset protection and compliance with property

Qualifications

• Experience as a departmental trainer or supervisor preferred.
• Ability to walk for long periods of distance and time, averaging 17,000 to 25,000 steps per shift.
• Strong attention to detail.
• Excellent customer service and relationship management skills.
• Ability to have critical conversations regarding process and standards.
• Experience using or ability to learn Microsoft Outlook and Excel preferred.
• High School diploma or GED

Responsibilities

• Lead to delivery: sell and service internal groups 10-40 people, 90 – 120 days out
• Assist the Catering and Events team for all items related to on-site group needs and vendor activity for special events during conferences and programs
• Act as client-facing liaison and on-site coordinator to ensure seamless execution of event logistics, supporting the Event Manager
• Manage daily property-wide communications, including preparing and distributing the daily change log to ensure all departments are informed of important updates
• Develop, finalize, and maintain accurate Group Resumes in Infor SCS, ensuring all event details, BEOs, operational notes, and supporting documentation are complete and current, with timely distribution to operational departments and escalation of any unresolved or high-impact concerns to Event and operational leadership
• Manage assigned group room blocks from initial turnover through departure
• Load and maintain room blocks accurately in the PMS
• Monitor pickup, attrition, cancellations, no-shows, and rooming-list deadlines
• Ensure room types, rates, dates, and inventory align with the signed contract
• Identify potential overbooking or inventory concerns early and communicate them to Sales and Revenue Management
• Manage room block adjustments and release dates according to contract terms
• Track complimentary rooms, upgrades, suites, and VIP accommodations
• Receive, organize, and process group rooming lists
• Enter reservations accurately and efficiently
• Review reservations for rate, dates, room type, names, billing instructions, and special requests
• Maintain accurate reservation notes and VIP/group preferences
• Manage reservation changes, cancellations, extensions, and early departures
• Support post-contract event turnover by verifying executed contracts and SCS information, establishing group files and guest reservations, maintaining shared event calendars and key deadlines, and ensuring all departmental fields are complete and accurate for seamless execution and reporting
• Coordinate special accommodations for VIPs, executives, speakers, wedding parties, and other key guests
• Ensure successful vendor experience, remaining mindful of asset protection initiatives. This includes but not limited to: Initial vendor meet & greet, pre/post event space walkthrough and hold vendor accountable for any damages or sub-standard performances
• Perform administrative duties to support vendor management such as reporting, communications with manager and vendors, and property access for vendors
• Daily creation of Banquet Event Orders and diagram packets for Vendors when on property
• Maintain and organize Banquet Event Orders in addition to attending BEO Meeting as needed
• Prepare Set Up Program Agenda for pre-shift meetings, as required
• Pre-check and audit the set-up and banquet teams in accordance to the client and internal event order details to ensure an excellent experience for guests and Southall reputation
• Close and reset after each program: return operational materials, document notable operational challenges, and prepare for upcoming group arrivals
• Support post-departure follow-up, including the thank-you communication and the guest satisfaction survey
• Other duties as assigned

Skills

Customer service

Attention to detail

Trainer or supervisor experience

Communication skills

MS Outlook

Education

High School diploma or GED

Tools

Excel

Infor SCS

Job description

Southall Farm and Inn is seeking an Event Coordinator to oversee on-site event logistics, liaise between client expectations and operations, and manage vendor activities from load-in to strike. The role includes maintaining group blocks, rooming lists, and comprehensive event documentation to ensure flawless execution and guest satisfaction.

Responsibilities include coordinating VIP accommodations, preparing Banquet Event Orders, and ensuring asset protection and compliance with property