Event Coordinator

About the role

About the Project - Zapotal Beach Club Zapotal Golf & Beach Club is l

Benefits

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If you are an internal applicant, please log into Workday and submit your application via the Jobs Hub. Please click here to apply internally. Responsible for supporting the planning, coordination, and successful execution of all Club events. This role involves active participation in private events, member activities, seasonal programming, and golf-related functions. The coordinator ensures that every logistical detail is managed efficiently, delivering high-quality experiences aligned with the Club's service standards. The ideal candidate is bilingual in English and Spanish, highly organized, and an effective communicator capable of working seamlessly with vendors, members, and internal teams. RESPONSIBILITIES OF THE POSITION: Event Planning & Execution Support the execution of all member-facing events and provide assistance for internal employee events. Coordinate event logistics, including layouts, timelines, vendor arrangements, and staff assignments. Attend and oversee events to ensure service excellence and adherence to Club standards. Maintain a visible and approachable presence during events. Vendor & Budget Management Provide quotes and secure proposals from local and international vendors (furniture, rentals, photographers, entertainers, floral, A/V, etc.). Ensure contracts and agreements are completed and signed prior to placing event orders. Maintain updated files on vendor contacts, pricing, and event history. Assist in developing event budgets, tracking expenses, and preparing reports for forecasting. Member & Guest Engagement Meet with members to gather event details and preferences. Address inquiries, concerns, and feedback professionally and in a timely manner. Help maintain updated guest preferences and member feedback to enhance future planning. Represent the Club brand and culture in all member- and guest-facing interactions. Administration & Communication Update and maintain the master events calendar. Prepare accurate event documentation, reports, and departmental updates. Collaborate with other departments to ensure smooth cross-functional event execution. Keep departmental managers informed of upcoming functions and expectations. Ensure all events align with Club goals and Discovery Land Company (DLC) standards. Other Perform other duties as assigned by management to support the success of the department and the Club. REQUIRED ATTITUDES/ BEHAVIORS Positive, solution-oriented mindset with a proactive approach. Detail-oriented, organized, and committed to excellence. Flexible and adaptable in a fast-paced environment. Team player with strong collaboration skills. Dedicated to delivering exceptional service. Professional communication, presentation, and conduct. Respectful and culturally sensitive in all interactions. REQUIRED EXPERIENCE, ABILITIES, and/ or SKILLS Minimum of 2 years of experience in events, hospitality, or a related field. Bilingual - fluent in English and Spanish, both written and spoken. Ability to work flexible schedules, including evenings, weekends, and holidays. Strong knowledge of event coordination and vendor management. Excellent interpersonal and communication skills. Ability to manage multiple priorities and meet deadlines under pressure. Proficiency in Microsoft Office Suite and Google Workspace tools. Knowledge of luxury hospitality standards preferred. COMPETENCIES FOR SUCCESS IN THE ROLE Customer Orientation: Anticipates member and guest needs, ensuring exceptional experiences and satisfaction. Communication: Communicates clearly, concisely, and professionally in verbal, written, and digital formats. Problem Solving: Approaches challenges with creativity, initiative, and sound judgment, providing practical solutions. Time Management: Efficiently balances multiple tasks, deadlines, and priorities in a fast-paced, high-demand environment. Teamwork: Collaborates seamlessly with colleagues and cross-functional departments to achieve shared objectives. Adaptability: Adjusts quickly to changing priorities, schedules, and member or guest expectations. Attention to Detail: Maintains accuracy, thoroughness, and consistency in all aspects of event planning and execution. Innovation & Initiative: Proactively identifies opportunities to improve processes, enhance experiences, and elevate service standards. REQUIRED EDUCATION Bachelor's degree in hospitality, Event Management, Business Administration, or a related field preferred. HEALTH AND SAFETY NEEDS Ability to work in both indoor event spaces and outdoor venues. Ability to sit and use a computer for extended periods. Comfort with exposure to temperature changes during indoor/outdoor transitions. Ability to walk and work on uneven surfaces (beach, golf course, natural landscapes). Capacity to stand and remain active for long periods during events. Ability to safely lift, carry, or move event materials and supplies (up to 25 lbs).

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