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special events coordinator

Posted on April 17, 2025 by Employer details Whistle Bear Golf Club

Job details

*As a team member at Whistle Bear Golf Club, you are a part of the Pearle Hospitality family.* Pearle Hospitality?s mission and focus is to enrich each moment through genuine and thoughtful actions. Each of Pearle Hospitality?s restaurants, event venues, hotels, and spas are focused on creating happiness and elevating each experience through the care and consideration of our people, guests, food, properties and communities. Our guests and customers have a trust in the experience they are about to enjoy. They trust that any event hosted at one of our properties, stays in our hotels or experiences at our spas will be a memorable experience for all involved. This idea has been reinforced through years of dedication to providing those people with soulful and delicious food, impeccably maintained historical buildings and bright, hardworking, and enthusiastic team members. With a focus on local and in-season ingredients, the food prepared is rooted in family recipes passed down over generations, artisan products and a deep-rooted respect for culinary traditions are the base of our food philosophy and dedication to creating delicious food. *Job Purpose:* The Special Event Coordinator plays a key role in the organization and execution of all private events and making event hosts? visions come to life within our Pearle Hospitality properties. The Coordinator manages and completes day-to-day tasks in the events office and acts as a liaison between the Sales Consultants, our clients and other members of the Events Team. This person makes certain that information regarding each event is gathered accurately and shared effectively to ensure the smooth delivery of services. This individual is often the first point of contact for our potential clients and provides a warm and welcoming atmosphere. *What makes you the perfect candidate:* * Smart Serve Certificate * Post-secondary education in Events/Events Management considered an asset. * Previous experience in Hospitality and/or Event Planning considered an asset. * *Knowledge: *Working knowledge of Opera, Mircos, OpenTable, Microsoft Office Suite, and experience with multi-line phone systems considered an asset. * *Customer Service:* Ability to effectively communicate with clients, remaining professional but also expressing a warm and welcoming presence during interactions. Understand the importance of providing clients and guests with memorable and positive experiences at any and all Pearle Hospitality locations. * *Attention to Detail: *Remain mindful of smallest details expressed by the event hosts, making sure to note any specific wants expressed (i.e., DJs, transportation, ceremony officiants, important moments, etc.) and noting any specific vendors. * *Organization:* Work with event hosts to plan follow up appointments pertaining to menu tastings, rehearsals, final detail appointments and any dates for payments. * *Adaptability*: Ability to remain poised and professional in a fast-paced environment and positively interact with a variety of diverse guests and team members. *Duties & Responsibilities:* * Effectively manage the front desk of the Special Events Office, including: * Answering incoming phone call and email inquiries * Booking restaurant reservations and answering special menu inquiries for large parties. * Greet visitors to the office and direct them appropriately as required * Maintain appearance of the Special Events office and Wedding Suites as needed. * Secure appointment times for clients to meet with Special Events Consultants and maintain the event office calendar. * Create proposals for clients using Opera. * Build event files and complete the file checklist once a deposit has been received to secure a booking. * Update event files as necessary with updates such as décor updates, timing, vendor information, menu selections and special requests. * Create, proof-read, and receive approval for all special event menus prior to printing. * Email reminders to clie