Event Coordinator

Event Coordinator

West Bay Club - Estero, Florida

Nestled in the heart of Estero Bay, near the Gulf of Mexico, West Bay Club is a member-owned gated community and private golf club encompassing nearly 900 acres - 500 of which are dedicated to conservation. The community boasts 790 residences, including estate homes, high-rise condos, and villas, all set amidst lush tropical landscaping and bordering Estero Bay and Gulf of Mexico. West Bay recently underwent a $50 million renovation of the club amenities and golf course.

Located in the picturesque surroundings of West Bay’s community the Bay House facility includes a resort-style pool, state-of-the-art fitness center, spa, culinary academy, card and meeting rooms, and the Aqua Café offering both indoor and outdoor dining. West Bay’s tennis facility offers center court viewing on all eight Har-Tru courts. Additionally, the Sports Park offers six pickleball courts, two bocce courts, and a dog park. Residents also enjoy kayaking, canoeing, boating, and fishing all from the West Bay River Park's on-premises dock, featuring a private boat launch and boat storage.

A unique feature of the community is West Bay’s private Beach Club, which underwent a complete reconstruction, completed in March 2024. Residents enjoy direct access to their beachfront club along the Gulf of Mexico, complete with a full-service restaurant, valet service, and dedicated beach attendants providing beach service.

Within the community, the West Bay Golf Club is anchored around its 18-hole championship golf course. Designed by esteemed golf course architects Pete and PB Dye, renovated by Fry-Straka, golf enthusiasts seek out West Bay to experience its unique and challenging design. The Golf Club is home to multiple dining venues that range from casual dining, including the Niblick Grille and Signature Bar, to fine dining at the Golf House. The club offers a maximum of 300 golf memberships, 150 social memberships, and currently has a wait list. While the club remains open year-round, the peak of member activity is from November through April.

About The Position

The Event Coordinator is responsible for planning, coordinating, and executing private events, club functions, and catering services across the West Bay property. This role serves as the primary point of contact for members from initial inquiry through event execution, ensuring an exceptional guest experience while aligning with the Club’s service standards and operational goals. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced hospitality environment.

Key Responsibilities

Event Planning & Coordination

• Plan and manage logistics for private events, including weddings, golf outings, luncheons, banquets, meetings, and club-sponsored events.
• Coordinate event details with culinary and service teams, including menu selections, room setup, AV needs, décor, vendors and timing.
• Create and distribute detailed Banquet Event Orders (BEOs) and ensure timely communication with all departments.
• Oversee and assist with event setup, execution, and breakdown to ensure service excellence and member satisfaction.

Client & Member Relations

• Serve as the primary point of contact for members throughout the planning process and on the day of the event.
• Develop strong relationships with members to understand their preferences and provide personalized service.
• Resolve any issues or concerns promptly and professionally to maintain member satisfaction.

Operational & Administrative Duties

• Maintain an accurate event calendar and track all bookings, deposits, and BEOs.
• Collaborate with the Director of Food & Beverage and Executive Chef to develop banquet packages and pricing.
• Support budget and revenue goals through effective cost management.
• Assist in marketing and promoting the Club’s event capabilities to members.

Team Collaboration

• Work closely with kitchen, service, maintenance, and administrative teams to ensure seamless event execution.
• Participate in pre- and post-event meetings to evaluate success and implement improvements.
• Assist Food and Beverage Management team with restaurant floor coverage during service hours.

Required Skills & Qualifications

• Bachelor’s degree in Hospitality Management, Event Planning, or related field—or equivalent combination of education and experience.
• Minimum 3 years of experience in catering sales, event coordination, or hospitality management.
• Strong organizational skills with the ability to manage multiple events simultaneously.
• Excellent verbal and written communication skills; professional presence and customer service focus.
• Available to work nights, weekends, and holidays as needed.

Preferred Qualifications

• Experience in private clubs, resorts, or upscale venues.
• Knowledge of food & beverage service standards, wine, and banquet procedures.
• ServSafe Food Manager Certification.
• Familiarity with point-of-sale and club management systems.

West Bay Club offers an attractive and competitive compensation and benefits package to include

• Competitive base salary and performance bonus
• Medical, Dental, and Life Insurance coverage
• 401k plan with match
• Employee golf privileges and merchandise discounts
• Meals and other employee incentives
• Professional development allowance
• Paid time off