Event Coordinator

Description

We are seeking a detail-oriented, creative, and highly organized Event Coordinator to join our team at Saucon Valley Country Club, a premier private club known for exceptional service, elegant amenities, and unforgettable experiences.

Position Overview

The Event Coordinator will play a key role in planning, coordinating, and executing private events, club functions, weddings, and banquets. This individual will work closely with members, clients, and internal departments to ensure every event reflects the club’s high standards of excellence.

Job Duties

Client Relations & Communication

• Act as the primary liaison between the client and the club from initial inquiry through event completion
• Conduct thorough client consultations to understand event objectives, preferences, and special requirements
• Provide timely responses to emails, calls, and inquiries regarding event details, pricing, and availability
• Schedule and conduct site tours, pre-event meetings, and post-event follow-ups
  
  

Event Planning & Execution

• Design and coordinate event timelines, layouts, and setups in collaboration with the culinary, operations, and service teams
• Draft detailed Banquet Event Orders (BEOs) and communicate event requirements clearly to relevant departments
• Ensure all logistical components are addressed, including AV needs, furniture layout, signage, billing, staffing and transportation if needed
• Be present on event days to oversee setup and ensure alignment with the planned specifications. Serve as a liaison by facilitating introductions between the event host and the Execution Team Event Lead to ensure smooth communication and execution.
  
  

Internal Collaboration

• Work closely with the culinary team on menu development, dietary requests, and service style preferences
• Coordinate with the facilities and maintenance team for setup logistics, cleanliness, and equipment needs
• Partner with the membership or marketing teams to promote club-hosted events and increase member engagement
  
  

Administrative & Operational Support

• Maintain accurate and up-to-date event files, contracts, billing information, and correspondence
• Track event costs and work within set budgets to maximize profitability and client satisfaction
• Compile post-event reports to evaluate success, gather client feedback, and identify areas for improvement
• Maintain and update event calendar, ensuring no scheduling conflicts and adequate resource allocation
  
  

Member-Focused Event Coordination

• Collaborate with the Director of Events to plan and execute club-sponsored events (e.g., holiday parties, wine dinners, golf tournaments)
• Develop creative themes and concepts to enhance the member experience and drive participation
• Build strong relationships with club members by anticipating needs and providing personalized service
  
  

Compliance & Safety

• Ensure all events adhere to club policies, safety regulations, and local health codes
• Monitor guest counts, alcohol service, and potential liabilities, intervening appropriately when necessary
• Maintain professional conduct and appearance at all times, serving as a representative of the club’s values and brand
  
  

Program Proficiency

• Demonstrated ability to effectively learn and utilize the following software tools to support operational and strategic goals
  
  

Microsoft Office Suite – For developing and analyzing profit and loss statements

NorthStar – For Banquet Event Order (BEO) creation and billing processes

Social Tables – For creating and managing detailed floor plans

Pacesetter – For executing targeted marketing initiatives

Requirements

Education and Experience:

High school Diploma or GED required. College degree in Hospitality, Event Management, or related field preferred. One to three years of event planning or coordination experience, ideally in hospitality or private club setting.

Skills And Abilities

Proficient in Microsoft Office; experience with event management software is a plus. Ability to perform job functions with attention to detail, speed, and accuracy; ability to prioritize and organize. Strong written and verbal communication skills. Customer-focused with a high level of professionalism. Ability to work flexible hours, including evenings and weekends.

Saucon Valley Country Club believes in a diverse workforce and is proud to be an equal opportunity employer. We strive to create a workplace where all employees feel valued and respected.