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The Event & Wedding Coordinator serves as the primary planning contact for clients after their event has been booked with Kapolei Golf Club. This highly organized, customer-facing position guides clients and their representatives through the planning process, maintains accurate event records, coordinates vendors and internal departments, prepares event documentation and billing, and ensures complete information is handed off to the restaurant manager or banquet captain for day-of execution.

The position is primarily focused on booked business. As the department grows, there may be an opportunity for the role to develop into additional sales responsibilities.

Essential Duties and Responsibilities

Client Planning & Communication

• Serve as the primary point of contact for clients once an event has been contracted and transitioned from the sales team.
• Respond promptly and professionally to planning and coordination questions from clients, wedding planners, day-of coordinators, and other authorized representatives by email, phone, and in person.
• Conduct site visits, walkthroughs, and planning meetings as needed.
• Guide clients through required planning milestones, including menu selections, guaranteed headcounts, timelines, room layouts, outside vendors, outside food, audiovisual needs, decor, and special requests.
• Proactively follow up on missing information, identify potential conflicts, and escalate concerns to management before they affect the event.
• Provide a warm, polished, and responsive guest experience that reflects Kapolei Golf Club standards.

Event Documentation & Systems

• Prepare, update, and finalize Banquet Event Orders (BEOs), event timelines, function details, room setup information, and final invoices with assistance from the management team.
• Enter and maintain accurate event information in Toast and other applicable systems, spreadsheets, calendars, and shared files.
• Maintain complete, current, and well-organized digital client files, including correspondence, contracts, menus, payments, vendor information, and event documentation.
• Monitor event deadlines and update tracking tools so required information is submitted and distributed on time.
• Work efficiently across multiple software systems and communication platforms throughout the day.

Payments, Deposits & Administrative Support

• Collect deposits and event payments in accordance with company procedures and maintain accurate payment records.
• Prepare and submit deposit information to the accounting team and update the appropriate tracking spreadsheets.
• Complete local bank deposit runs as assigned and follow all cash-handling and documentation procedures.
• Track outstanding balances and support the preparation of accurate final invoices.
• Handle client, payment, and company information with discretion and confidentiality.
• Obtain management approval before applying any discount, price adjustment, credit, or contract exception.

Vendor & Internal Coordination

• Coordinate planning and logistical details with Kapolei Golf Club preferred vendors and approved outside vendors.
• Confirm vendor arrival times, access, setup requirements, power or equipment needs, and other relevant logistics.
• Track required vendor documents, agreements, certificates of insurance, and outside-food approvals when applicable.
• Communicate finalized event details to restaurant, banquet, culinary, facilities, golf operations, accounting, and management teams as appropriate.
• Participate in pre-event meetings or internal reviews for larger or more complex events.
• Create a clear, timely operational handoff to the restaurant manager and/or banquet captain responsible for day-of execution.

Event Follow-Up & Department Support

• Document material event changes, client concerns, special arrangements, and post-event issues for management review.
• Assist with post-event client follow-up and feedback when requested.
• Support ongoing improvements to event templates, checklists, planning timelines, and coordination procedures.
• Perform other reasonable event, catering, and administrative duties as assigned.

Role Authority and Operational Handoff

• The coordinator owns the client planning process after the event is booked and through completion of the operational handoff.
• Management approval is required for all discounts, price changes, credits, contract exceptions, and other financial concessions.
• The restaurant manager and/or banquet captain assumes responsibility for day-of event execution after receiving the finalized event details.
• This position does not currently carry a primary sales quota; future sales responsibilities may be added as the role and department develop.

Required Qualifications

• High school diploma or equivalent.
• Strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Proficiency with Toast or a comparable point-of-sale, catering, event-management, or hospitality software system.
• Excellent written, verbal, telephone, and face-to-face communication skills.
• Strong organizational skills, attention to detail, time management, and follow-through.
• Ability to manage multiple events, deadlines, client files, and computer systems simultaneously.
• Ability to complete local bank runs as assigned; valid driver's license and reliable transportation required.
• Ability to pass required pre-employment screening, including a drug screen, in accordance with company policy.

Preferred Qualifications

• Two or more years of experience in event coordination, catering, banquets, hospitality administration, food and beverage, or a related position.
• Experience preparing BEOs, invoices, timelines, function sheets, or similar event documentation.
• Experience coordinating weddings, banquets, meetings, golf tournaments, or social events.
• Previous experience working directly with clients, vendors, culinary teams, and event operations teams.

Core Competencies

• Highly organized, accurate, and dependable
• Punctual and consistent
• Personable, calm, and professional under pressure
• Proactive problem-solver with sound judgment
• Comfortable managing last-minute changes and competing priorities
• Collaborative and effective across departments
• Committed to responsive service and clear communication