Job Summary

The Event Coordinator is responsible for planning, organizing, and overseeing the execution of events hosted at Atkins Golf Club and Oskee’s Sports Pub. This role requires excellent communication, organizational, and customer service skills to ensure all events, including golf tournaments, weddings, corporate events, and social gatherings, are successful and align with client expectations, Troon Golf standards, and the DIA of the University of Illinois. The Event Coordinator will work closely with the food & beverage staff, banquet captain, and golf operations teams to deliver exceptional experiences.

Key Responsibilities

Event Planning & Coordination

• Act as the primary point of contact for clients from initial inquiry to event completion.
• Coordinate and oversee all event logistics, including room setup, decorations, audiovisual equipment, catering, and staffing.
• Document details of the event in our Triple Seat event software to ensure clear communications with both the staff and the client.
• Develop detailed event plans, timelines, and layouts to ensure seamless execution.
• Ensure compliance with facility policies and relevant regulations.

Client Relations & Communication

• Consult with clients to understand their vision, preferences, and budget.
• Provide recommendations for venue setup, catering options, and additional services.
• Conduct site tours with prospective clients and provide detailed information about available packages and services.
• Address client concerns promptly and professionally to ensure satisfaction.

Team Collaboration & Supervision

• Coordinate with culinary staff to develop customized menus and ensure dietary requirements are met.
• Work closely with the golf course staff to integrate golf activities into events.
• Supervise event staff, ensuring roles and responsibilities are clearly communicated.
• Oversee setup and breakdown of events, ensuring the venue is left clean and presentable.

Sales & Marketing

• Assist with promoting the golf course and banquet facility as an event destination.
• Maintain relationships with vendors and suppliers to offer competitive services.
• Develop marketing strategies to attract bookings, including social media, email campaigns, and promotional materials.
• Collaborate with management team on plans for growing our revenue streams.

Administrative Duties

• Manage event contracts, deposits, and payment schedules.
• Maintain detailed records of event bookings, expenses, and feedback.
• Prepare post-event reports to evaluate success and identify improvement opportunities.

Qualifications

Education & Experience

• Bachelor’s degree in Hospitality Management, Event Planning, Business, or a related field preferred.
• 2+ years of experience in event coordination, hospitality, or a similar role.
• Experience with golf course operations, events related to collegiate athletics/fundraising, or knowledge of golf is a plus.

Skills & Abilities

• Exceptional organizational and multitasking skills.
• Strong interpersonal and communication abilities, both written and verbal.
• Proficiency in event management software and Microsoft Office Suite.
• Ability to remain calm under pressure and resolve issues efficiently.
• Creative problem-solving and attention to detail.

Physical Requirements

• Ability to work flexible hours, including evenings, weekends, and holidays as needed.
• Ability to stand, walk, and lift up to 25 lbs during events.

Compensation & Benefits

• $28-$30 per hour.
• Benefits package including health insurance, retirement plans, and paid time off.
• Complimentary golf course access and discounts in the golf shop and restaurant.
• Incentive plan base on revenue growth, customer satisfaction, and facility overall financial performance.