Event Coordinator

Goodstone

Job Location:

Middleburg, PA - USA

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Benefits:

401(k)
401(k) matching
Dental insurance
Employee discounts
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance
Wellness resources

Job Title: Events Coordinator

Department: Events

Reports To: Banquet and Event Operations Manager

Hours: 5 days a week including weekends (8 and 10-hour shifts)

The Event Coordinator plays a critical role in creating seamless and memorable experiences for Goodstones wedding corporate social and special event clients. This position serves as the primary planning and coordination resource after an event is booked ensuring all details are accurately documented communicated and executed.

The Event Coordinator works closely with clients vendors catering partners Guest Services Culinary Housekeeping Grounds and Event Operations to ensure every event reflects Goodstones luxury hospitality standards. This role requires exceptional organization communication attention to detail and the ability to manage multiple events simultaneously while delivering outstanding client service.

Key Responsibilities

Event Planning & Client Coordination

Serve as the primary planning contact for assigned events after contract execution.
Guide clients through the planning process and collect all event details timelines and requirements.
Schedule and conduct planning meetings venue walkthroughs and event detail reviews.
Assist clients with menu selections timelines floor plans vendor coordination guest accommodations and event logistics.
Maintain consistent communication with clients throughout the planning process.
Ensure all event details are finalized according to established deadlines.

Banquet Event Orders (BEOs) & Event Documentation

Prepare update and distribute Banquet Event Orders (BEOs) and event resumes.
Verify accuracy of timelines room layouts catering requirements bar selections vendor information and special requests.
Review event details with internal teams to ensure operational readiness.
Coordinate event changes and communicate updates promptly to all stakeholders.
Maintain accurate event records within TripleSeat and other event management systems.

Operational Coordination

Partner with the Event Operations team to ensure events are properly staffed and prepared.
Coordinate rental orders vendor arrivals deliveries and setup schedules.
Participate in event turnover meetings and pre-event planning reviews.
Work closely with Guest Services to coordinate room blocks VIP arrivals guest itineraries and special accommodations.
Support event execution and proactively troubleshoot issues.

Event Day Support

Serve as an on-site event representative during weddings corporate retreats and social events as assigned.
Assist with event setup verification and ensure spaces are prepared in accordance with client expectations.
Coordinate with vendors caterers and internal departments throughout the event.
Address client requests and operational challenges professionally and efficiently.
Support event breakdown and post-event follow-up as needed.

Administrative Responsibilities

Maintain organized client files and event documentation.
Assist with reporting forecasting support and event tracking.
Monitor deposits payment schedules and billing details in coordination with Accounting and Sales.
Support continuous improvement of event planning processes and guest experiences.

Preferred Qualifications

Bachelors Degree preferred but not required.
2 years of event planning hospitality catering wedding or hotel event experience.
Experience coordinating weddings social events corporate meetings or luxury hospitality events preferred.
Experience with TripleSeat Maestro Microsoft Office and event management software preferred.
Strong organizational and project management skills.
Excellent verbal and written communication abilities.
Ability to manage multiple projects and deadlines simultaneously.

Knowledge Skills & Abilities

Strong attention to detail and organizational skills.
Ability to build relationships with clients vendors and internal teams.
Ability to work independently while managing competing priorities.
Strong problem-solving and decision-making skills.
Professional and polished communication style.
Ability to remain calm and organized in a fast-paced environment.
Proficiency with Microsoft Office Suite and event management software.
Knowledge of hospitality operations and event execution.
Flexible schedule with availability for evenings weekends and holidays based on event needs

Benefits:

Medical Dental Vision Life Short-Term Disability and Long-Term Disability Benefits beginning on Day 61
401(k) with Company Match
Paid Vacation and Sick Time
Employee Referral Program
Employee Discounts at Goodstone Inn & Restaurant

Work Environment

This position operates in both office and event environments and requires regular interaction with guests clients vendors and team members.

Frequently work indoors and outdoors in varying weather conditions.
Must be able to adapt to changing event schedules and last-minute requests.
Requires walking throughout the property and event venues during event execution.

Physical Requirements

Ability to stand and walk for extended periods.
Ability to climb stairs and navigate event spaces.
Ability to lift and carry up to 25 pounds occasionally.
Ability to work extended hours during event days when necessary.

Additional Duties:

Please note that this job description is not intended to provide a comprehensive listing of activities duties or responsibilities required of the employee for this position. Duties responsibilities and activities may change at any time with or without notice.

Equal Opportunity Employer

Goodstone Inn & Restaurant is an equal opportunity employer committed to creating an inclusive workplace. We celebrate diversity and are dedicated to fostering a culture of respect professionalism and opportunity for all employees.

Compensation: $55000.00 per year

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability status protected veteran status or any other characteristic protected by law.

Goodstone Inn & Restaurant is a privately owned luxury property located just minutes from the heart of Middleburg Virginia. Set on a stunning countryside estate Goodstone offers elevated dining unique accommodations and curated guest experiences that go far beyond traditional hospitality.

At Goodstone we are known for delivering thoughtful high-touch service where every detail matters. Our guests expect an exceptional experienceand our team delivers it.

Were a group of passionate hands-on professionals who take pride in our work. This is not a clock in clock out environment. Its a place for people who care about hospitality enjoy working as part of a team and want to be part of something that feels special every single day.

As part of the Goodstone team youll be empowered to take ownership of your role think creatively and contribute to an environment where excellence is the standardnot the goal.

Why Join Goodstone

Be part of a tight-knit high-performing team that genuinely supports each other
Work in a unique luxury setting where no two days feel the same
Gain hands-on experience across departments and grow your hospitality career
Have a direct impact on the guest experienceyour work truly matters here
Join a culture built on accountability professionalism and pride in service

If youre someone who brings energy attention to detail and a passion for hospitality youll fit right in.

Required Experience:

Benefits:401(k)401(k) matchingDental insuranceEmployee discountsHealth insuranceOpportunity for advancementPaid time offTraining & developmentVision insuranceWellness resourcesJob Title: Events CoordinatorDepartment: EventsReports To: Banquet and Event Operations ManagerHours: 5 days a week includin...

Benefits:

401(k)
401(k) matching
Dental insurance
Employee discounts
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance
Wellness resources

Job Title: Events Coordinator

Department: Events

Reports To: Banquet and Event Operations Manager

Hours: 5 days a week including weekends (8 and 10-hour shifts)

Key Responsibilities

Event Planning & Client Coordination

Serve as the primary planning contact for assigned events after contract execution.
Guide clients through the planning process and collect all event details timelines and requirements.
Schedule and conduct planning meetings venue walkthroughs and event detail reviews.
Assist clients with menu selections timelines floor plans vendor coordination guest accommodations and event logistics.
Maintain consistent communication with clients throughout the planning process.
Ensure all event details are finalized according to established deadlines.

Banquet Event Orders (BEOs) & Event Documentation

Prepare update and distribute Banquet Event Orders (BEOs) and event resumes.
Verify accuracy of timelines room layouts catering requirements bar selections vendor information and special requests.
Review event details with internal teams to ensure operational readiness.
Coordinate event changes and communicate updates promptly to all stakeholders.
Maintain accurate event records within TripleSeat and other event management systems.

Operational Coordination

Partner with the Event Operations team to ensure events are properly staffed and prepared.
Coordinate rental orders vendor arrivals deliveries and setup schedules.
Participate in event turnover meetings and pre-event planning reviews.
Work closely with Guest Services to coordinate room blocks VIP arrivals guest itineraries and special accommodations.
Support event execution and proactively troubleshoot issues.

Event Day Support

Serve as an on-site event representative during weddings corporate retreats and social events as assigned.
Assist with event setup verification and ensure spaces are prepared in accordance with client expectations.
Coordinate with vendors caterers and internal departments throughout the event.
Address client requests and operational challenges professionally and efficiently.
Support event breakdown and post-event follow-up as needed.

Administrative Responsibilities

Maintain organized client files and event documentation.
Assist with reporting forecasting support and event tracking.
Monitor deposits payment schedules and billing details in coordination with Accounting and Sales.
Support continuous improvement of event planning processes and guest experiences.

Preferred Qualifications

Bachelors Degree preferred but not required.
2 years of event planning hospitality catering wedding or hotel event experience.
Experience coordinating weddings social events corporate meetings or luxury hospitality events preferred.
Experience with TripleSeat Maestro Microsoft Office and event management software preferred.
Strong organizational and project management skills.
Excellent verbal and written communication abilities.
Ability to manage multiple projects and deadlines simultaneously.

Knowledge Skills & Abilities

Strong attention to detail and organizational skills.
Ability to build relationships with clients vendors and internal teams.
Ability to work independently while managing competing priorities.
Strong problem-solving and decision-making skills.
Professional and polished communication style.
Ability to remain calm and organized in a fast-paced environment.
Proficiency with Microsoft Office Suite and event management software.
Knowledge of hospitality operations and event execution.
Flexible schedule with availability for evenings weekends and holidays based on event needs

Benefits:

Medical Dental Vision Life Short-Term Disability and Long-Term Disability Benefits beginning on Day 61
401(k) with Company Match
Paid Vacation and Sick Time
Employee Referral Program
Employee Discounts at Goodstone Inn & Restaurant

Work Environment

This position operates in both office and event environments and requires regular interaction with guests clients vendors and team members.

Frequently work indoors and outdoors in varying weather conditions.
Must be able to adapt to changing event schedules and last-minute requests.
Requires walking throughout the property and event venues during event execution.

Physical Requirements

Ability to stand and walk for extended periods.
Ability to climb stairs and navigate event spaces.
Ability to lift and carry up to 25 pounds occasionally.
Ability to work extended hours during event days when necessary.

Additional Duties:

Equal Opportunity Employer

Compensation: $55000.00 per year

At Goodstone we are known for delivering thoughtful high-touch service where every detail matters. Our guests expect an exceptional experienceand our team delivers it.

As part of the Goodstone team youll be empowered to take ownership of your role think creatively and contribute to an environment where excellence is the standardnot the goal.

Why Join Goodstone

Be part of a tight-knit high-performing team that genuinely supports each other
Work in a unique luxury setting where no two days feel the same
Gain hands-on experience across departments and grow your hospitality career
Have a direct impact on the guest experienceyour work truly matters here
Join a culture built on accountability professionalism and pride in service

If youre someone who brings energy attention to detail and a passion for hospitality youll fit right in.

Required Experience: