Event Coordinator at VH Maliha Vin Inc – Chicago, Illinois

Location: The Westin Michigan Avenue - Chicago

Department: Event Planning / Operations

Employment Type: Full-Time

Reports To: Event Planning Manager / Director of Events

Vinayaka Hospitality was founded in 2008 on a foundation of innovation, intelligence, and compassion. Our team takes pride in combining a passion for hospitality with practical hotel management. By collaborating with renowned brands like Hilton, Marriott, and Hyatt, we efficiently manage 11 properties across diverse locations. Committed to ongoing growth, we actively seek opportunities and are dedicated to helping both our team and hotels thrive. We remain responsive and proactive in our strategies for sales, marketing, and revenue, ensuring swift adaptability to market changes. Beyond Management, we cultivate strong partnerships with major industry players, showcasing our dedication to success in the ever-evolving world of hospitality

Join the team at The Westin Michigan Avenue Chicago — a landmark downtown hotel where elevated comfort meets iconic luxury. At The Westin, you’ll be part of a culture that champions well-being, innovation and extraordinary experiences for both guests and associates. Nestled on Chicago’s Magnificent Mile, you’ll work in a dynamic setting offering inspiring views, modern amenities and a commitment to “doing well, and doing good.” If you’re passionate about hospitality and ready to elevate your career in a role where your purpose matters, let’s create unforgettable moments together.

Position Summary

The Event Coordinator plays a critical support role within the Event Planning & Operations team, serving as the operational backbone of the department. This position is responsible for ensuring accurate communication, reporting, and coordination of group and event details while supporting Event Managers and cross-functional hotel partners to deliver seamless event execution.

Key Responsibilities

Operational and Administrative Support

· Prepare and distribute daily operational reports including the Daily Events Report, Change Log, and Lobby Reader Board

· Maintain the Event Planning calendar and assign group turnovers based on workload and timelines

· Prepare and distribute 10-Day Event Orders, event diagrams, and group resumes on a weekly basis

Event Coordination and Communication

· Serve as a liaison between Event Managers, Group Housing, Encore, and hotel Operations teams

· Participate in daily Event Order meetings, weekly Resume Meetings, and Scrub Meetings

· Assist with pop-up groups, weddings, and additional group needs as required

Billing and Reservations Support

· Support billing processes including assisting with client calls, emails, and deposit tracking

· Manage Passkey reservations and troubleshoot reservations not flowing correctly

· Track and award Marriott Bonvoy Event points and maintain tracking spreadsheets

Event Materials and On-site Needs

· Create parking and breakfast vouchers

· Prepare tent cards and meeting materials as needed

Qualifications

· Previous hotel or events experience preferred

· Strong organizational, time management, and communication skills

· Ability to manage multiple priorities in a fast-paced environment

· Proficiency in Microsoft Outlook and Excel

· Experience with CI/TY, Passkey, or Marriott systems preferred

AVAILABILITY

This company operates seven days a week, 24 hours a day. At times it may be necessary to move you from your accustomed work day, to include Holidays, or time of work if business or task assignments demand. In addition, it should be understood that business needs determines the amount of hours that you work.