Position: Event Support Coordinator
Updated: 06/24/2024
Reports to: Senior Event Planning Manager
Job Type: Full-Time Non-Exempt

Southall is a premier destination bringing nature, produce and people together in a powerful and unique way. The Event Support Coordinator is responsible for overseeing our on-site event logistics, being a liaison between client expectations, operational connection and vendor management. This person will ensure that all vendors load in and strike from the proper location, adhere to the property standards and greet our clients at pivotal times throughout the event creation. Also, oversees protection of our facility and assets. When no group events are happening, this position will be working on administrative planning for internal events and proactive vendor communications.

Responsibilities:

• Assist the Catering and Events team for all items related to on-site group needs and vendor activity for special events during conferences and programs.
• Act as client-facing liaison and on-site coordinator to ensure seamless execution of event logistics, supporting the Event Manager.
• Ensure successful vendor experience, remaining mindful of asset protection initiatives. This includes but not limited to: Initial vendor meet & greet, pre/post event space walkthrough and hold vendor accountable for any damages or sub-standard performances.
• Perform administrative duties to support vendor management such as reporting, communications with manager and vendors, and property access for vendors.
• Daily creation of Banquet Event Orders and diagram packets for Vendors when on property.
• Maintain and organize Banquet Event Orders in addition to attending BEO Meeting as needed.
• Prepare Set Up Program Agenda for pre-shift meetings, as required.
• Pre-check and audit the set-up and banquet teams in accordance to the client and internal event order details to ensure an excellent experience for guests and Southall reputation.
• Other duties as assigned.

Skills and Experience:

• Experience as a departmental trainer or supervisor preferred
• Ability to walk for long periods of distance and time, resulting in an average of 17,000 to 25,000 steps per shift required.
• Strong attention to detail.
• Excellent customer service and relationship making skills.
• Ability to have critical conversations regarding process and standard following.
• Good computer skills. Experience using or ability to learn Microsoft Outlook and Excel

Education:

• High School diploma or GED

Southall Farm and Inn is committed to a diverse and inclusive workplace. Southall provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.