Event Coordinator Job Description

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Position Title: Event Coordinator

Department: Guest Services

Reports Directly To: Guest Services Manager

Reports Indirectly To: N/A

Directly Supervises: Guest Services Host(s)

Indirectly Supervises: N/A

Date: 03/13/2023

SUMMARY:

NorthBay Education is a non-profit organization providing large-scale, innovative education programs to

public school students. Headquartered in North East Maryland, NorthBay is the largest program of its

kind, serving middle school students from Maryland and surrounding states with the goal of transforming

lives and inspiring action by fundamentally changing the way students experience and engage in

education.

NorthBay is seeking a full time Event Coordinator to act as a liaison between the property operation and

guest groups by being responsible for all aspects of coordination of rental groups booking and stay,

including program activities, recreation, and meeting/housing. Responsibilities include all aspects of guest

service, hosting, program areas, recreation and equipment, housekeeping, and audiovisual equipment and

programs. Position requires coordination between other departments on the property (Administration,

Education, Food Service, and Site & Facilities). The Guest Services Event Coordinator will lead a weekly

interdepartmental meeting and directly supervise the work of Guest Services Hosts.

NorthBay is looking for a highly motivated, independent worker who can deliver an exceptional level of

customer service and uphold the NorthBay philosophy and mission at all times. Successful candidates will

have 2 – 5 years of relevant work experience and will preferably have experience in the hospitality

industry and a bachelor’s degree.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

Group Hosting Responsibilities:

1) Work with sales team and reservations system to ensure clear quality coordination and communication with
the guest groups and other property entities. Requires proficiency in verbal and written communication and

willingness to creatively solve guest problems.

2) Lead the hosting responsibilities during guest group stays.
3) Coordinate and manage the hosting schedules for guest groups.
4) Supervise the flow of information between guest groups and the property prior to and during their visit,

coordinating between the property and guest group leadership.

5) Conduct weekly guest services meetings with other departments to communicate the details of arriving
group(s).

Event Coordinator Job Description

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6) Manage regular reports in order to track information needed.
7) Conduct tours as needed.

Program Development:

8) Responsible for stocking of the gym and game room with game supplies as well as maintain in good working
order all gym and game room equipment all within budget.

9) Must handle various details for set-up of each operation and know safety standards and regulations.
10) Coordinate, supervise, and/or assist other property staff with special projects that require extra physical or

technical assistance.

Staffing and Training:

11) Hire, train and supervise Guest Services Hosts.
12) Participate in staff meetings and supervise Hosts in the Guest Services department.

QUALIFICATIONS:

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, skill, and/or ability required. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential functions.

High performing individual that possess ability to work goal oriented both independent and in a team setting, with

the proven ability to coordinate multiple projects and expectations seamlessly. Have a history of excellence in

customer service.

ESSENTIAL SKILLS, EDUCATION and/or EXPERIENCE:
2 – 5 years of relevant work experience

Bachelors degree preferred

Previous employment in the hospitality industry preferred

SUPERVISORY RESPONSIBILITIES:

Directly supervise Guest Services Hosts.

LANGUAGE SKILLS:

Strong written and verbal communication skills required.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully

perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with

disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is

frequently required to sit. The employee is occasionally required to stand; walk; use hands to handle or feel and

reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision

abilities required by this job include close vision, distance vision and ability to adjust focus.

Event Coordinator Job Description

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The job functions of this position requires that you will be in the outdoors in all-weather including but not limited

to rain, snow sleet, high wind, cold, heat, and may be exposed to biting and/or stinging insects to include but not

limited to ticks, chiggers, mosquitoes, flies and bees. Extensive walking and standing is required of this position.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while

performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with

disabilities to perform the essential functions. The noise level in the work environment is usually moderate.