Special Event Coordinator

Lone Mountain Land Company
Big Sky, Montana
Full Time

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Yellowstone Club is paradise in Montana. A private residential community in Big Sky, Montana, Yellowstone Club offers its members the world’s only private ski and golf community. With fabulous skiing and snowboarding and the most gorgeous spring and summer weather to enjoy the 18-hole golf course, rivers, hiking, biking, and more, our Members love being a part of this exceptional community. Our employees make the Yellowstone Club experience come alive. If you would love being a part of the Montana charm and providing the highest level of guest service, ensuring no detail is too small to overlook, and being a part of creating experiences, then Yellowstone Club is looking for you.

Yellowstone Club’s Food & Beverage department is currently seeking candidates for a Special Event Coordinator. This is a full-time year-round position located in Big Sky, Montana.

The purpose of the Special Events Coordinator is to support the Special Events and Banquet team in planning and organizing all of the Yellowstone Club events.

Major Responsibilities

Ensure that each member and guest receives outstanding guest service in a guest friendly environment which includes greeting and acknowledging every member and guest, maintaining outstanding service standards, solid product knowledge and all other components of guest service.
Empowered to guarantee total guest satisfaction, display hospitality and professionalism to our guests at all times, take pride in representing Yellowstone Club professionally with our members and guests and assure that all transactions with guests are handled in a legal and ethical manner.
Understand and apply all property safety and security procedures to maintain a secure and safe environment for employees, members, and guests at all times. In the event of an accident or emergency, seek medical attention if necessary and contact the General Manager or Human Resources immediately.
Maintain a favorable working relationship with all company employees to foster and promote a positive working environment.

Essential Job Functions:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Assist in coordinating special events and managing correspondence with Members about the events and offer suggestions to ensure their requests can be met.
Assist in preparing and detailing event orders, floor plans, timeline, and run-of-show that accurately convey all services for each event that include food & beverage, audio visual, timelines & setup.
Coordinate appointments and scheduling of events on the calendar.
Assist with or serve as point-of-contact for events as needed.
Interface with other departments and vendors in order to meet and exceed Member requests.
Proficient in systems that support the Special Events and Catering operations.

Other Duties and Responsibilities

Assist and support all administrative tasks for Member events to finalize menus and details.
Calculate estimated costs and budgets and ensure they are adhered to.
Assist and coordinate the logistics of Barn Events to include Club Events, concert series, restaurant buy-outs, and member events.
Develop floor plans for each special event such as layout of seating and décor.
Assist in creating itineraries for Members and guests during their visit.
Assist in on site Member tours and meetings for events.
Find solutions to any problems that arise concerning services.
Assist team in creating innovative ideas to enhance Member event experiences.
Prepare packages, gift bags, registration lists, seating cards, RSVP’s, etc. as required for each event.
Ensure services are billed correctly and noted on Member statements.
Perform all duties and responsibilities in a timely and efficient manner in accordance with established Club policies, procedures, and standards of service to achieve the overall objectives of this position.
Meet departmental productivity, organization, punctuality/attendance and consistency standards.
Maintain a positive and respectful attitude.
Treat Members, guests, vendors, customers and co-workers with professionalism and respect at all times.
Maintain privacy of our Members at all time.
Maintain a clean and neat appearance at all times.
Communicate regularly and effectively with all employees, supervisors, managers and directors.
Perform work in a safe and high quality manner.
Project a favorable image of Yellowstone Club to Members and guests at all times.
Must be able to work flexible work hours/schedule including evenings, weekends and holidays. Long hours may be required due to business demands.
Nothing in this job description restricts management’s right to assign or reassign duties, work hours and/or responsibilities for this job at any time.

Experience Required

High school diploma, GED or vocational training or job-related course work; Detail oriented, capable of managing multiple priorities, and have an ability to work in a fast-paced environment; Strong communication and correspondence skills with management, staff, Members, and vendors; Proficient use of the Web to conduct research, procurement and suggest event ideas; Excellent organization skills and experience with project management; Excellent interpersonal skills both in person and by phone, with high professionalism.

Education Preferred

Previous work experience as a Special Events Coordinator; Previous work experience in a private resort or Club.

Yellowstone Club offers great benefits including: