Special Events Coordinator

Carter Hospitality Group, LLC; Temecula (CA); On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Opportunity for advancement

Paid time off

Parental leave

Relocation bonus

Training & development

Vision insurance

Wellness resources

401(k)

401(k) matching

Company parties

Competitive salary

Dental insurance

Donation matching

Employee discounts

Flexible schedule

Tuition assistance

Job summary

South Coast Winery Resort & Spa in Temecula, CA is seeking a highly organized Special Events Coordinator to plan, promote, and execute high-quality events. You will coordinate timelines, vendors, and staff, while collaborating with Marketing, Sales, Catering, and resort departments to deliver memorable experiences.

The ideal candidate is detail-oriented, proactive, and passionate about hospitality. You will manage budgets, on-site staffing, invitations, and promotional materials, ensuring

Responsibilities

• Plan and coordinate event timelines, deadlines, logistics, staffing, and event requirements.
• Collaborate with internal departments to develop event programs, schedules, speakers, vendors, and participant needs.
• Serve as an on-site event representative, directing staff and outside vendors and resolving issues as they arise.
• Coordinate event setup, registration, attendee tracking, presentations, materials, equipment, and post-event evaluations.
• Work closely with Sales, Catering, Marketing, and resort leadership to ensure seamless event execution.
• Coordinate catering, meeting space, audiovisual equipment, and other operational requirements.
• Develop event budgets and cost estimates, track spending, and monitor adherence to established budgets.
• Conduct property tours and interact with prospective clients and event customers.
• Support the development and implementation of event planning procedures and processes.
• Coordinate talent, including musicians, bands, DJs, speakers, vendors, and other event participants.
• Assist with event invitations, RSVP lists, registration materials, presentations, and promotional collateral.
• Create and coordinate event e-blasts and social media promotional drivers in partnership with Marketing.
• Provide event information and updates for website promotion and ensure event information remains current.
• Help promote South Coast Winery Resort & Spa and Carter Estate Winery & Resort within the local community.
• Coordinate follow-up communications with clients, speakers, vendors, sponsors, and volunteers.
• Maintain the resort's event calendar and coordinate special meetings.
• Stay informed on hospitality and event-industry trends and incorporate relevant information into event planning.
• Represent the resort at outside functions as needed.
• Perform other duties as assigned by the Marketing Manager.

Job description

Benefits

• Health insurance
• Opportunity for advancement
• Paid time off
• Parental leave
• Relocation bonus
• Training & development
• Vision insurance
• Wellness resources
• 401(k)
• 401(k) matching
• Company parties
• Competitive salary
• Dental insurance
• Donation matching
• Employee discounts
• Flexible schedule
• Tuition assistance

Nestled in the heart of Temecula Wine Country, South Coast Winery Resort & Spa is a premier destination for wine country hospitality, events, celebrations, and unforgettable guest experiences. We are seeking a Special Events Coordinator to join our team and help bring exceptional events to life.

The Special Events Coordinator plans, coordinates, promotes, and executes special events at South Coast Winery Resort & Spa. This position works closely with Marketing, Sales, Catering, resort departments, vendors, clients, and community partners to ensure each event is organized, memorable, and delivered with a high level of service.

The ideal candidate is highly organized, detail-oriented, proactive, and passionate about hospitality and creating exceptional guest experiences.

ESSENTIAL RESPONSIBILITIES

• Plan and coordinate event timelines, deadlines, logistics, staffing, and event requirements.
• Collaborate with internal departments to develop event programs, schedules, speakers, vendors, and participant needs.
• Serve as an on-site event representative, directing staff and outside vendors and resolving issues as they arise.
• Coordinate event setup, registration, attendee tracking, presentations, materials, equipment, and post-event evaluations.
• Work closely with Sales, Catering, Marketing, and resort leadership to ensure seamless event execution.
• Coordinate catering, meeting space, audiovisual equipment, and other operational requirements.
• Develop event budgets and cost estimates, track spending, and monitor adherence to established budgets.
• Conduct property tours and interact with prospective clients and event customers.
• Support the development and implementation of event planning procedures and processes.
• Coordinate talent, including musicians, bands, DJs, speakers, vendors, and other event participants.
• Assist with event invitations, RSVP lists, registration materials, presentations, and promotional collateral.
• Create and coordinate event e-blasts and social media promotional drivers in partnership with Marketing.
• Provide event information and updates for website promotion and ensure event information remains current.
• Help promote South Coast Winery Resort & Spa and Carter Estate Winery & Resort within the local community.
• Coordinate follow-up communications with clients, speakers, vendors, sponsors, and volunteers.
• Maintain the resort's event calendar and coordinate special meetings.
• Stay informed on hospitality and event-industry trends and incorporate relevant information into event planning.
• Represent the resort at outside functions as needed.
• Perform other duties as assigned by the Marketing Manager.