VIP Event Coordinator - Elevate Experiences & Logistics

Gila River Resorts & Casinos; Chandler (AZ); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health coverage

401(k) match

Wellness program

Paid time off

Team member perks

Job summary

Gila River Resorts & Casinos in Chandler, AZ is seeking an Event Coordinator to oversee administrative, logistical, and operational functions that support the Event Services department.

Join a team that values meticulous planning, clear communication, and strong organization as you manage catering inquiries, BEOs, timelines, and VIP event details, ensuring memorable experiences for guests.

Qualifications

• Associate's degree in hospitality management, business administration, or related field preferred.
• 2-4 years of catering, hospitality, event, or banquet coordination experience.
• Proficiency in Delphi Management system, Opera, Microsoft Office (Word, Excel & Outlook).
• Strong administrative management skills.
• High degree of project & organizational skills.
• Excellent verbal and written communication skills.

Responsibilities

• Manage all in-house catering inquiries, maintain event calendars, and update all booking systems.
• Oversee all details & Banquet Event Orders (BEO's) for in-house meetings & departmental training.
• Organize daily distribution of event postings, change log & property BEO's distribution.
• Prepare, distribute, and maintain BEO's for weekly review.
• Manage the creation of 14-day booking recap and weekly distribution.
• Responsible for weekly resume distribution; assist Event Managers with group resumes.
• Prepare catering estimates based on BEO's and provide to Billing Coordinator.
• Coordinate Delphi system updates for revisions (menus, pricing, setup).
• Track catering performance metrics for forecasting and revenues.
• Manage amenity inventory, personalized notes, and VIP amenities.
• Final billing reconciliation for Event Managers review; audit billing accuracy.
• Monitor vendor agreements, COIs and compliance docs.
• Oversee execution of catering guidelines for new group turnovers.
• Prepare signage and specialty menus for VIP events.
• Assist with departmental ordering and cost tracking.
• Assist with in-house VIP, marketing-driven, corporate partner events, trade shows & networking events.
• Create visual aids for group & VIP events.
• Communicate with guests and group contacts via verbal and written communication.
• Upload banquet report communications to booking notes for future review.
• Conduct introductory site tours and event walk-throughs as needed.
• Perform other special projects and duties as assigned.

Skills

Event coordination

Administrative management

Multitasking

Attention to detail

Communication skills

Education

Associate's degree in hospitality management, Business Administration, or related field

Tools

Delphi Management

Opera

Microsoft Office

Job description

Gila River Resorts & Casinos in Chandler, AZ is seeking an Event Coordinator to oversee administrative, logistical, and operational functions that support the Event Services department.

Join a team that values meticulous planning, clear communication, and strong organization as you manage catering inquiries, BEOs, timelines, and VIP event details, ensuring memorable experiences for guests.