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Job Description: Banquet Coordinator

Location: Grasslands Club – Gallatin, Tennessee
Department: Food & Beverage / Events
Reports To: Director of Food & Beverage / General Manager

Position Summary

Grasslands Club is seeking a highly organized and detail-oriented Banquet Coordinator to oversee the planning and execution of private events, member functions, weddings, corporate meetings, and club social activities. This role serves as the primary liaison between members, guests, and internal departments to ensure seamless event planning and exceptional service delivery.

The Banquet Coordinator plays a key role in maintaining the club’s reputation for excellence by delivering elevated hospitality experiences that reflect the standards of a premier private club.

Essential Duties & Responsibilities

Event Planning & Coordination

Serve as the primary contact for members and clients planning events at the club.
Conduct site tours and assist in promoting club event spaces.
Develop event proposals, contracts, and Banquet Event Orders (BEOs).
Coordinate event details including menu selection, room layout, timelines, décor, audiovisual needs, and special requests.
Maintain accurate event records in the club’s event management system.
Confirm final guarantees and details prior to each event.

Internal Communication & Execution

Distribute BEOs to culinary, service, golf, and facilities teams.
Lead weekly BEO meetings with department heads.
Ensure all departments are aligned on event logistics and timing.
Be present during key events to oversee execution and support banquet staff.
Collaborate with the Banquet Captain to ensure service standards are met.

Member & Guest Experience

Build strong relationships with members and repeat clients.
Provide exceptional customer service throughout the planning process.
Anticipate needs and proactively resolve issues.
Follow up after events to ensure satisfaction and encourage future bookings.

Sales & Revenue Support

Actively seek opportunities to increase banquet revenue through upselling and creative event solutions.
Assist in developing promotional materials and marketing efforts for club events.
Track event revenue and support financial reporting.

Administrative & Compliance

Ensure all contracts, deposits, and payments are processed accurately.
Maintain event calendars and space availability.
Ensure compliance with club policies, health codes, and alcohol service regulations.

Qualifications

2+ years of event planning or banquet coordination experience (private club experience preferred).
Strong knowledge of hospitality and banquet operations.
Exceptional organizational and multitasking skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office and event management software.
Professional appearance and demeanor.
Ability to work flexible hours including evenings and weekends as needed.

Core Competencies

Event Planning & Logistics
Attention to Detail
Relationship Building
Time Management
Revenue Awareness
Professional Communication
Problem Solving

Why Join Grasslands Club?

Grasslands Club is one of Middle Tennessee’s premier private clubs, offering exceptional golf, dining, and social experiences to its members. Our team is committed to delivering refined hospitality and creating memorable events in a welcoming and professional environment.

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