Special Event Coordinator at Yellowstone Club – Big Sky, Montana

Yellowstone Club is paradise in Montana. A private residential community in Big Sky, Montana, Yellowstone Club offers its members the world’s only private ski and golf community. With fabulous skiing and snowboarding and the most gorgeous spring and summer weather to enjoy the 18-hole golf course, rivers, hiking, biking, and more, our Members love being a part of this exceptional community. Our employees make the Yellowstone Club experience come alive. If you would love being a part of the Montana charm and providing the highest level of guest service, ensuring no detail is too small to overlook, and being a part of creating experiences, then Yellowstone Club is looking for you.

Yellowstone Club’s Food & Beverage department is currently seeking candidates for a Special Event Coordinator. This is a full-time year-round position located in Big Sky, Montana.

Purpose: The purpose of the Event Coordinator position is to support and assist the Special Event Managers in all aspects of planning, organization, and execution of events at Yellowstone Club. This entry-level role focuses on task-based support, coordination, and administrative duties essential to the success of the Special Events Team.

Major Responsibilities:

• Provide administrative and operational support to the Special Events Director, Special Event Managers and Event Administrator.

• Ensure timely completion of task lists provided by managers for each event.

• If needed, Serve as a communication bridge between Special Event Managers and other departments when applicable.

• Maintain and update the weekly Special Events staff schedule, ensuring it is finalized and distributed by 5:00 PM every Wednesday and submitted to the Director.

• Actively participate in the day-to-day operations to include the cleanliness of Special Event Storage areas along with the Barn Manager, maintaining a strong attention to detail and a service-oriented attitude.

Essential Job Functions:

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, skills, and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Daily log-in to Salesforce and VMs.

• Inputting VM details into Salesforce.

• Collect and add new VM inquiries into the event calendar and TripleSeat as "prospects" and add to the Special Events sheet as placeholders when applicable.

o The event coordinator does not assign events to managers, which is the event admin responsibility.

• Create and maintain accurate buffet F&B labels for events.

• Conduct linen inventory regularly and report needs to managers.

• Maintain updated guest counts and seating charts when required.

• Setting up and managing coat check for various events in the barn

• Provide on-site support during event set-up and breakdown.

• Meet with CDCs to ensure that printed materials, labels, and signage are accurate and delivered on time.

• Attend planning meetings and take notes or follow-up actions as directed by Special Event Managers.

• Assist with RSVP tracking, guest list confirmations, and event documents.

• Communicate effectively with other departments for logistical coordination.

Disclaimer:

This job description is only a summary of the typical functions of this position and should not serve as an exhaustive or comprehensive list of all the possible duties, tasks and responsibilities being performed by people assigned to this classification. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Experience/Education Required:

Bachelor’s degree. Previous work experience as an Event Coordinator or Event Planner; Excellent communication skills, including writing, proof reading skills, and speaking; Excellent organization skills and experience with project management; Excellent interpersonal skills both in person and by phone, with high professionalism; Ability to accomplish projects with little supervision; Excellent organization skills and experience with project management.

Certificates & Licenses:

Valid State Driver’s License

Computer Skills:

Strong Sales Force, Zac VM, Triple Seat, Avery, Microsoft Office skills including Word, Excel, PowerPoint, and Outlook to assist with events when needed; Proficient use of the Web to conduct research, procurement and suggest event ideas.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to walk and work with hands and arms and lift to twenty pounds. The employee is frequently required to talk and/or hear. The employee is constantly required to use their vision to perform an activity such as but not limited to preparing and analyzing data and figures, viewing a computer terminal, extensive reading and determining the accuracy, neatness, attention to detail, and thoroughness of the work assigned. Employees are frequently required to sit and use their hands and fingers to operate a computer.

FTYR Benefits:

Yellowstone Club offers great benefits including:

• Free transportation to and from Bozeman

• Complimentary shift meals

• Two employee ski days at the Yellowstone Club each month

• Discounted Ski Pass to either Big Sky Resort or Bridger Bowl

• Two employee mountain bike/hike days at the Yellowstone Club each month

• 401k eligibility and bi-weekly match

• Medical, Dental, and Vision Benefits

• Access to onsite fitness center 24/7

• Discounted Employee Housing in Big Sky or Bozeman

• Discounts to over 1000 retailers through ADP LifeMart

• End of season employee appreciation day and retail sale

• Access to Employee Store in Bozeman

For more information about the Club, visit www.yellowstoneclub.com.

To apply, please visit www.yellowstoneclub.com and click on "YC Careers" at the bottom of the homepage. Or through this web link:

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