The Special Events Coordinator assists the Special Events team with member and guest services, to include event inquiries, reservations, and logistics while providing knowledgeable, professional and courteous member and guest service at all times.

Responsibilities include, but are not limited to, assisting with the following:

Special Events

• Answers and directs all incoming telephone calls to the Special Events team.
• Serve as first point of contact for event inquiries, provide initial booking information, and connect the client with the appropriate Event Planner.
• Reporting:
  • Distribute the Banquet Event Order packet weekly.
  • Distribute daily, weekly and monthly event reports to the team.
• Email event updates at the end of each day.
• Reserve meeting space for internal meetings and serve as point person for all FCC Committee Meetings.
• Create printed materials for events such as menus, place cards, room signs, member sign sheets, registration sheets, and more.
• Work onsite to support Special Events & Club Events as needed, including nights, weekends, and holidays.
• Serve as Special Events liaison for recurring events at Farmington.
• Assist the Special Events team with finalizing BEOs, ordering supplies, and other tasks as needed.

Member Reservations

• Receive member event reservations via email, phone, and through the Farmington website and app for Club events.
• Maintain prompt communication with members to answer questions about events and confirm event reservations.
• Work with Special Events to optimize seating for events.

Event Billing and Associated Accounting

• Apply deposits accompanied with satisfactory contracts. Confirm room rentals and food minimum accuracy.
• Work with Special Events department to ensure tax emption status on tax-exempt clients.
• Process billing for Club & Banquet Events:
  • Complete billing using NorthStar system on a timely basis.
  • Send final bill with event survey to clients via mail or email as requested.
  • Communicate to Events Director regarding all upcoming deposits needed monthly.
  • Communicate to Special Events department regarding payments of events and follow up with clients regarding these payments at set intervals.
• Provide banquet projections on a weekly basis for the upcoming year for the department and individual catering managers.
• Continually look for ways to improve processes to optimize revenue.
• Maintain W9s and up to date Insurance Records for vendors.

• Proficiency in Microsoft Windows applications (Word, Excel, Outlook)
• Excellent customer service skills
• Professional communication skills
• Excellent attention to detail
• Effective verbal and written communication skills
• Ability to prioritize and handle multiple projects and tasks simultaneously
• Must possess a service orientation – actively looking for ways to help others
• Availability to work on holidays, nights, and weekends as requested
• Some hospitality and accounts payable experience preferred