Events Coordinator at Zachry – San Antonio, Texas

Who We Are

Based in San Antonio, Texas, Zachry Hotels is a proven leader in the development, management and ownership of hospitality assets. At Zachry Hotels, we are passionate about hospitality and surround ourselves with team members who share that same passion. Our tenure in the hospitality and hotel industry has provided us the knowledge and key relationships for success in hotel management, operation, and development. We take care of our clients, business partners and each other as family, within a culture of service and accountability, where we do the right thing because it is the right thing to do.

Together We Can Do Great Things® Every Person Matters® This Is More Than A Job®

Position Overview

The Events Coordinator supports the planning, coordination, and execution of meetings, social events, and special functions. This role works closely with clients and internal hotel departments to ensure events are organized, communicated accurately, and executed seamlessly. The Events Coordinator plays a key role in delivering exceptional guest experiences within a full-service hotel environment.

What You'll Do

Event Planning & Coordination

• Assist with coordination and planning of meetings, conferences, and special events.
• Prepare and maintain event documentation including timelines, room setups, and service details.
• Support development and distribution of event orders and event summaries.
• Ensure all event details are accurate and updated.

Client Communication & Support

• Serve as a point of contact for clients regarding event details and logistics.
• Communicate clearly and professionally with clients to confirm arrangements and changes.
• Assist with menu selections, audiovisual needs, room layouts, and scheduling.
• Support client site visits and planning meetings as needed.

Internal Coordination & Execution

• Coordinate closely with Banquets, Culinary, Front Office, Engineering, and other departments.
• Ensure timely communication of event details to all operational teams.
• Participate in pre-event meetings and briefings.
• Assist with on-site event execution to ensure smooth operations.

Systems, Reporting & Documentation

• Enter and maintain accurate event information in event management systems.
• Track revisions, confirmations, and changes to event details.
• Generate event reports and summaries as requested.
• Maintain organized and accurate event files.

Service & Revenue Support

• Support upselling of event services and enhancements when appropriate.
• Assist in achieving event revenue goals and service objectives.
• Help identify opportunities to improve guest satisfaction and event outcomes.

Additional Responsibilities

• Maintain confidentiality of client and business information.
• Support special projects and departmental initiatives.
• Perform other duties as assigned to support Events Department operations.
• Maintain reliable and consistent attendance as an essential function of the job.

What You'll Bring

Required Education & Experience

• High School Diploma or equivalent required.

Preferred Education & Experience

• Previous events, hospitality, or administrative experience preferred.
• Experience coordinating meetings or events preferred.
• Associate's or Bachelor's degree in Hospitality, Event Management, or related field preferred.
• Experience with event management or hotel systems preferred.

Required Skills and Abilities

• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple events and priorities simultaneously.
• Proficiency in Microsoft Office and event management software.

Other Qualifications

• Ability to work flexible schedules including evenings, weekends, and holidays as business needs require.

Zachry Hotels offers an industry leading benefits package for our employees and their families.

• Medical, Dental, Vision and Life Insurance
• 401K, Paid Leave and Bonus Program
• Company-paid short-term and long-term disability insurance
• Employee assistance program
• Tuition Reimbursement
• And many more

We are an Equal Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

Notice to Staffing Agencies

Zachry Hotels (Zachry) will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Zachry, including unsolicited resumes sent to a Zachry mailing address or email address, directly to Zachry employees, or to Zachry's resume database will be considered Zachry property. Zachry will not pay a fee for any placement resulting from the receipt of an unsolicited resume. Zachry will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Zachry's recruiting function to submit resumes, and then only in conjunction with a valid, fully executed contract for service and in response to a specific job opening. Zachry will not pay a fee to any Agency that does not have such an agreement in place. Agency agreements will only be valid if in writing and signed by Zachry's Human Resources Representative or his/her designee. No other Zachry employee is authorized to bind Zachry to any agreement regarding placement of candidates by Agency.