Event Coordinator

DIRECT HIRE OPPORTUNITY!!! We are seeking a highly organized, polished, and guest-focused Events Coordinator to join a high-end boutique hotel and event venue in Rochester, NY. This role is responsible for planning, coordinating, and executing exceptional events from elegant weddings and social celebrations to corporate meetings and private dinners while delivering a seamless, luxury guest experience from initial inquiry through event completion. The ideal candidate has a keen eye for detail, strong communication skills, and a passion for hospitality and event production. Candidates need to have experience in hotel, restaurant, private clubs etc.ResponsibilitiesServe as the primary point of contact for clients throughout the event lifecycleCoordinate all event details including timelines, room layouts, menus, décor, audiovisual needs, and special requestsConduct site tours and client consultations; create proposals and event documentationDevelop and distribute Banquet Event Orders (BEOs) to internal departmentsResponsible for managing event staff to include hiring and schedulingWill be responsible for leading pre-shift and directing event staff and operations flow the entire day of the eventDeliver a personalized, superior service experience consistent with a luxury boutique brandAnticipate client needs and proactively resolve issues to ensure flawless executionMaintain strong client relationships to drive repeat business and referralsBe present during events to oversee setup, execution, and breakdownAct as liaison between clients, vendors, and hotel departments (sales, culinary, banquets, housekeeping, front desk)Ensure event spaces meet brand standards for quality, presentation, and serviceCoordinate with approved preferred vendors (floral, rental, entertainment, AV, etc.)Work with kitchen for planning and budgeting eventsWorking with other managers in the buildingSupport sales initiatives and assist with event bookings as neededMaintain accurate client files, contracts, and invoicesTrack event budgets, payments, and final billingUpdate event management systems and contribute to forecasting and reportingEducationAssociate's degree or 5+ yrs of relevant experienceExperienceExperience in boutique hotels, luxury venues, or wedding/event-specific environmentsFamiliarity with event management or CRM softwareKnowledge, Skills, Abilities, and Other CharacteristicsExceptional organizational and time-management skillsStrong written and verbal communication skillsProfessional appearance and demeanor reflective of a high-end hospitality brandAbility to multitask, prioritize, and remain calm under pressureAvailability to work evenings, weekends, and holidays as required for events