Special Events Coordinator - Full-Time

Fontainbleau; Las Vegas, Northern (NV, KY); Hybrid; USD 32,000 - 43,000; Full time

Job summary

Fontainebleau Las Vegas is seeking a Special Events Coordinator to assist the Special Events department and support the Events Manager in delivering exceptionally luxurious events. You will coordinate with vendors, manage setup and teardown, handle decor and program details, and ensure flawless on-site execution.

You will maintain event files, assist with budgets, and communicate with internal teams and partners to meet deadlines and standards for VIP services.

Qualifications

• High school diploma or the equivalent required.
• One (1) year of experience in event coordination and/or event planning, or in a hospitality-related role with a proven track record of strong customer service
• Experiencing working for a large-scale, luxury resort preferred
• Extraordinary attention to detail, while working under tight deadlines
• Must have a professional demeanor and remain calm under pressure
• Strong multitasking skills and adapt to quickly changing situations
• Deadline orientated with effective time management skills
• Strong communication and interpersonal skills
• Must possess a high sense of urgency
• Must be detail-oriented and highly organized
• This position requires flexibility with work schedule; weekend work is often required.
• Proficient in MS Office
• Must be willing and able to work a flexible schedule to include holidays, nights, and weekends
• Work in a fast-paced, busy, and somewhat stressful environment

Responsibilities

• Assist and support the Events Manager on all event coordination
• Understand all requirements, expectations and regulations for each event
• Coordinate with vendors and partners during the event planning process to ensure all details of each event are in order
• Assist with event set-up, tear down, and follow-up processes
• Assist with ensuring all specifics related to each event are on-site and/or with partners for the successful execution of each event
• Support management with reviewing, writing, proofing, receiving, and distributing brand collateral
• Research and input purchase orders for gift ideas, décor concepts, entertainment ideas, emerging artist, and general promotional items
• Maintain an updated inventory of all event-related materials and department owned goods
• Review proposals and itineraries to ensure accuracy
• Assist with executing requirements for décor, entertainment, space and any other event specific needs
• Aid with the organization of all tasks related to each event, while being aware of both internal and external deadlines
• Maintain accurate event files and expenses and submit final reports in a timely manner
• Communicate accurately and effectively with support departments and outside vendors to ensure all event details are known
• Attend events and actively assist in overall event supervision and act quickly to resolve issues
• Train third-party vendors on event specific SOPs for events as deemed necessary
• Temporary or permanent duties and responsibilities may be added to or modified as deemed necessary

Skills

Communication

Multitasking

Time management

Problem solving

Detail oriented

Education

High school diploma or equivalent

Tools

MS Office

Job description

POSITION OVERVIEW

The Special Events Coordinator is responsible for assisting with exceptionally luxurious events that evoke the highest level of service while refining our VIP client loyalty and enhancing the timeless elegance of the Fontainebleau. The Coordinator provides administrative support to the Special Events department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following and other duties may be assigned as necessary:

• Assist and support the Events Manager on all event coordination
• Understand all requirements, expectations and regulations for each event
• Coordinate with vendors and partners during the event planning process to ensure all details of each event are in order
• Assist with event set-up, tear down, and follow-up processes
• Assist with ensuring all specifics related to each event are on-site and/or with partners for the successful execution of each event
• Support management with reviewing, writing, proofing, receiving, and distributing brand collateral
• Research and input purchase orders for gift ideas, décor concepts, entertainment ideas, emerging artist, and general promotional items
• Maintain an updated inventory of all event-related materials and department owned goods
• Review proposals and itineraries to ensure accuracy
• Assist with executing requirements for décor, entertainment, space and any other event specific needs
• Aid with the organization of all tasks related to each event, while being aware of both internal and external deadlines
• Maintain accurate event files and expenses and submit final reports in a timely manner
• Communicate accurately and effectively with support departments and outside vendors to ensure all event details are known
• Attend events and actively assist in overall event supervision and act quickly to resolve issues
• Train third-party vendors on event specific SOPs for events as deemed necessary
• Temporary or permanent duties and responsibilities may be added to or modified as deemed necessary

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be at least 21 years of age.

• High school diploma or the equivalent required
• One (1) year of experience in event coordination and/or event planning, or in a hospitality-related role with a proven track record of strong customer service
• Experiencing working for a large-scale, luxury resort preferred
• Extraordinary attention to detail, while working under tight deadlines
• Must have a professional demeanor and remain calm under pressure
• Strong multitasking skills and adapt to quickly changing situations
• Strong problem-solving skills
• Deadline orientated with effective time management skills
• Strong communication and interpersonal skills
• Must possess a high sense of urgency
• Must be detail-oriented and highly organized
• This position requires flexibility with work schedule; weekend work is often required.
• Proficient in MS Office
• Must be willing and able to work a flexible schedule to include holidays, nights, and weekends
• Work in a fast-paced, busy, and somewhat stressful environment

SUPERVISORY RESPONSIBILITIES

This position does not have any supervisory responsibilities.

DIVERSITY COMMITMENT

Fontainebleau Las Vegas is committed to ensuring an inclusive space and sense of belonging for our Members. We believe our workforce should reflect the vast diversity of the communities we serve, and that diverse voices should be intentionally integrated into our work. We foster a culture of difference and diversity of identity, experience, and perspective, while actively striving for inclusive behaviors across our Company. By promoting these values and continuously pushing for better, we aim to create a positive work environment that encourages equality, inclusion, empowerment, and respect.

CERTIFICATES, LICENSES, REGISTRATIONS

Member must be able to qualify for licenses and permits required by federal, state, and local regulations.

LANGUAGE SKILLS

Ability to read and interpret documents in English, such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to read and communicate verbally in English. Written communication skills in English may also be required.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by a Member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the Member is regularly required to stand and use hands and fingers to handle or utilize objects, tools, or controls. The Member frequently is required to reach with hands and arms and talk or hear. Specific vision abilities required by this job include close vision and peripheral vision.

The Member must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 100 pounds, and must have the ability to push, pull, reach, bend, twist, stoop, stack, crouch, kneel and balance when performing job duties in varying work areas such as confined spaces.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those a Member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Member could be exposed to an environment containing unrestricted secondhand tobacco smoke.

PAY TRANSPARENCY

Fontainebleau Las Vegas believes in developing and supporting our talent into the future. Our compensation program is designed to attract, motivate, and retain talented Members who are the driving force behind the Company's success. We strive to provide market-competitive compensation. Salary will be commensurate with experience and skill set, considering a candidate's qualifications, skills, competencies, and experience, as well as internal equity and market data alignment.

In alignment with our Company culture, we will strive to communicate openly about the goals of the Company and the design of the compensation program. The compensation process is designed to be fair and simple so that all Members and managers understand the Company's goals and future career development opportunities for upward mobility.

SALARY

$27.10 per hour