Event Coordinator

Cooper's Hawk Winery Reston , VA 20191

Posted 3 weeks ago

The Cooper's Hawk Event Coordinator corresponds with private event Guests and strategically plans, orchestrates, communicates, and ensures exceptional execution of on- and off-site events, while promoting the Cooper's Hawk brand, culture, and values. They provide outstanding customer service, while enthusiastically and professionally building a rapport with internal and external Guests. The Event Manager is an organized, accountable, self-starter who anticipates Guest and team event needs, discerns work priorities, meets deadlines with little supervision, excels at communication, works well with the management team, and can work occasional evenings and weekends. Through their daily interactions and communication, the Event Manager promotes the Cooper's Hawk Winery and Restaurants brand, culture and values.

RESPONSIBILITIES

  • Manage and respond to private event inquiries daily, ensuring all inquiries are responded to same day

  • Ensure that food and beverage minimums are met

  • Manage calendar and customer relationship management (CRM) in Tripleseat and ensure events are appropriately booked to capacity in all rooms

  • Send and book event contracts quickly

  • Diligently keep contracts, BEOS and payments for all events managed, on time and organized

  • Lead a weekly BEO meeting, post and communicate confirmations and updates, and ensure that BEOs are communicated clearly to Managers and kitchen so team is always set up for success

  • Oversee and confirm that all events are executed according to the BEOs and exceed Guest's expectations

  • Respond to complaints or feedback and resolve issues quickly so Guests walk away with a positive outcome

  • Manage Guest feedback and team feedback, and work with GM, AD, and RSC Event Support to provide solutions when issues arise

  • Create BEOs and ensure they are posted and communicated to the team; Ensure updated BEOs as needed and updates are communicated to team

  • Make confirmation calls to Guests, make recommendations, and ensure menus and Guest counts are finalized in a timely manner

  • Create and print menus for events daily; Create and print event signage needed; Create floor plans for event

  • Create and revise room layouts for each event

  • Retrieve any custom event dcor, amenities, or services and ensure they are correct and oversee correct setup for events

  • Conduct post-event follow-up to ensure Guest's satisfaction.

  • Facilitate and execute monthly Wine Club Events

  • Handle any needed miscellaneous support tasks

  • Track event finances, including the reconciliation of banquet deposits and final payments

  • Keep inventory of banquet materials

  • Other duties as assigned

REQUIREMENTS

  • Must represent Cooper's Hawk values

  • Experience working in high-volume restaurant, banquet, or event operations

  • Team-focused; Ability to collaborate across functional teams

  • Ability to see big picture combined with willingness to be hands-on

  • Commitment to high Guest service standards

  • Loves working with people

  • Possess outstanding organizational skills and attention to detail

  • Excellent, professional interpersonal skills, both in person and by phone

  • Excellent written and oral communication skills; Ability to read, understand and communicate in English

  • Excellent analytical and problem-solving skills

  • Self-starter, strong work ethic, adaptable and open to new ideas

  • Neat professional personal appearance

  • Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and comfortable learning new systems

  • Able to lift and carry up to 40 pounds

  • Able to exert fast-paced mobility for periods of up to 6 hours in length

PREFERRED QUALIFICATIONS

  • One year of experience in restaurant venue event or sales role booking, planning, and executing private events

  • Preferred certifications include ServSafe and state/local licensing requirements

  • College degree, preferred

COMPETENCIES

  • Communicate effectively

  • Collaborate

  • Drive results

  • Manage systems

  • Guest focused

  • Brand ambassador

Cooper's Hawk is an Equal Opportunity Employer.


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Event Coordinator

Cooper's Hawk Winery