MEMBER SERVICES & EVENTS COORDINATOR in Fisher Island, Florida at Fisher Island Club

The Member Services and Events Coordinator takes ownership of the day-to-day execution of all Member social events at Fisher Island Club and is accountable for executing each event on-site. This individual should have proven event-planning experience and knowledge of food and beverage operations. They are self-confident, creative, extremely organized, resourceful, energetic, detail-oriented, and able to multitask. Additionally, this individual must be a professional with impeccable integrity and unquestionable ethical and moral standards. They must also possess the ability to work with highly demanding patrons with grace and charisma.

Essential Duties:

• Owns the day-to-day execution of Membership social events and activities, taking the strategic plans set by the Member Services & Events Manager and driving them to completion on-site to ensure that the highest standards of service, quality, and cost goals are met
• Takes full ownership of organizing each venue and ensuring it is appropriately set (décor, table assignments, food & beverage, entertainment, etc.)
• Accurately completes all administrative details associated with events, including requests for vendor agreements and certificates of insurance, purchase orders, check requests, and proper follow-up on the completion of the aforementioned.
• Books event spaces and creates banquet event orders (BEO) according to each function
• Independently owns the project management of each event’s day-to-day timeline, ensuring execution stays on track and keeping the Member Services & Events Manager informed on progress against the overall strategic plan
• Keeps track of the inventory of all event props, including rented items and off-island storage
• Submits communication requests to the Communications Manager for special materials required
• Creates events on the Club app, monitors the reservation count, and assists with the deployment of mass emails
• Creates, prepares, and distributes event overviews and supporting documents for all Holiday events
• Collects event data to help track all relevant KPIs, such as Member comments, number of participants, number of RSVPs, and any additional information for post-event reports and internal tracking purposes.
• Monitors holiday reservation Excel sheets and provides confirmation calls to ensure the most accurate attendance management for major events
• Maintains current, accurate, and complete files on all events in the shared drive
• Communicates with the Membership Assistants to ensure they are updated on all pertinent information regarding the status of event details
• Performs other duties as assigned

Minimum Qualifications:

• Strong written and verbal communication skills; a persuasive and passionate communicator with excellent interpersonal and multidisciplinary project skills
• Proactive, action-oriented, adaptable, and innovative approach to planning
• Ability to work effectively in collaboration with diverse groups of people
• Passion, idealism, integrity, positive attitude, mission-driven, and self-directed
• Proficiency in the use of Microsoft Office applications (Word, Excel, Publisher, Outlook, and Canva)

Preferred Job Knowledge, Skills, and Abilities:

• Demonstrates clear ownership and accountability for the day-to-day execution of events, while the Member Services & Events Manager retains responsibility for overall strategic event planning.
• Maintains high visibility and accessibility to the Membership.
• Communicates well with upper management, F&B team, and other team members in general.
• Able to anticipate challenges, plan contingencies, and proactively address them.
• Possesses excellent time-management skills; must be able to prioritize, be self-motivated, and meet deadlines.
• Able to understand the complexity and dynamics of Club business.
• Must be proactive, dynamic, and forward-thinking.
• Must possess a positive attitude and work harmoniously with colleagues.

Working Conditions Associated with This Position:

• Indoor/outdoor business environment
• Works extended hours, including evenings, weekends, and holidays

• Ability to work under pressure and handle stress

Attributes:

• Demonstrates a proactive, team-oriented, and problem-solving mindset
• Demonstrates passion for hospitality and customer service
• Maintains a professional appearance and good hygiene
• Shows respect for all co-workers and guests
• Takes pride in creating positive energy, excitement, and fun through their work
• Demonstrates positive behaviors, including smiling and being polite
• Builds camaraderie with team members

Physical Demands and Abilities:

• Work is not always performed in an office environment and may require extended periods of walking and/or standing indoors and outdoors
• Regularly required to use hands to handle or feel, reach with hands and arms, and talk or hear
• Regularly lifts and/or moves objects up to 35 lbs. and occasionally lifts and/or moves objects that weigh more than 40 lbs.
• Frequently required to stand, walk, stoop, kneel, crouch, or crawl
• Occasionally required to sit, climb or balance

• Specific vision abilities required for this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus

This description is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or require that other or different tasks be performed when circumstances change, including changes in personnel, workload, rush jobs, emergencies, or technological developments.