Event Operations Coordinator

JOB TITLE: Event Operations Coordinator                                         DEPARTMENT: Food & Beverage REPORTS TO: Director of Events                                                          WAGE CLASS: Full Time         Position Summary: The Event Operations Coordinator supports the successful planning and execution of Club and private events, ensuring exceptional and seamless experiences for our members and guests. This role combines administrative event preparation with on-site event support to ensure accuracy, organization, and consistent delivery of the event as planned. Reporting directly to the Director of Events, this position serves as a liaison between the Events Department and the execution teams, ensuring continuity from the planning phase through on-site execution. The Event Operations Coordinator maintains clear communication, preserves planning intent, and provides a visible and reassuring presence for members throughout their event experience. The position works collaboratively with the Director of Events, Assistant General Manager, Food & Beverage Management, and Executive Chef. During events, this role supports and collaborates with service staff and operational leaders but does not direct or supervise execution teams. The ideal candidate models professionalism and hospitality while demonstrating commitment to the overall success of Baltusrol Golf Club and the member experience. About the Club: Founded in 1895, just minutes from New York City in northern New Jersey, Baltusrol Golf Cub remains true to its founder Louis Keller’s bold vision to create a world class golf club befitting America’s leading city. Baltusrol’s two championship golf courses, both ranked among the top 100 in American by several major publications, have played distinguished roles on the national golf stage since their creation by architect A.W. Tillinghast. The Club has hosted 19 major championships in its history and will again welcome the world’s best golfers when it hosts the 2029 PGA Championship. In 2014, Baltusrol was designated a National Historic Landmark in recognition of its legacy in American golf. Over the course of its 130-year history, Baltusrol has also distinguished itself as an international leader in hospitality. In 2019, the clubhouse at Baltusrol was recognized as one of the greatest classic clubhouses in America by Golf Digest. Baltusrol has been ranked #2 Platinum Golf Club in American by Club Leaders Forum since 2019 and was ranked the #5 Platinum Golf & Country Club in the World in 2025-26. Essential Functions Before Event Responsibilities | Event Planning & Administrative Coordination ·        Produce contracts, proposals, menu packages, and function sheets for Club events and maintain accurate information throughout the event planning process to ensure clarity and confidence for members and execution teams ·        Assist in preparing weekly event sheets, banquet event orders, proposals, and contracts in coordination with the Events Department ·        Develop and maintain the internal weekly event calendar; communicate event updates and scheduling changes to staff and management ·        Create and update diagrams for buffet tables, guest seating, and room setups in collaboration with catering and banquet teams ·        Maintain detailed records of event logistics, layouts, and menu selections for both recurring and annual Club events ·        Prepare food labels, signage, and printed materials for buffets and events ·        Support billing accuracy by preparing cover sheets, communicating missing information, and liaising with the Accounting Department for timely invoicing ·        Conduct pre-event walk-throughs and participate in set-up meetings to confirm event details, layouts, and timelines align with planning documents and member expectations ·        Attend Food & Beverage, management, and staff meetings to ensure consistent communication and alignment across departments ·        Assist with large-scale Club events, including planning and on-site support ·        Event documentation and communication must be accurate, organized, and distributed in advance of each event to support operational readiness and consistent execution standards During Event Responsibilities | Planning Liaison, Member Engagement & Execution Support ·        Serve as on-site coordinator for private and Club events ·        Maintain visible presence on the floor throughout events to ensure alignment with planned event details and provide real-time coordination and support as needed ·        Greet members and guests in a professional and welcoming manner, reinforcing confidence in the event experience ·        Serve as liaison between the Events Department and Food & Beverage Management, Captains and service teams to support execution of event details as planned ·        Confirm that execution teams have the necessary information, documentation, and materials required to execute the event as designed ·        Collaborate with the Director of Events, Assistant General Manager, Food & Beverage Management, and Executive Chef to ensure smooth communication and efficient event flow ·        Adjust service timelines in coordination with Food & Beverage Management to maintain proper event flow and protect the member experience ·        Provide hands-on support with event execution as requested by Food & Beverage Management or Captains, including assisting with service tasks to ensure smooth event flow and member satisfaction ·        Escalate member concerns to appropriate leadership in a timely and professional manner ·        Serve in a head server or event lead capacity for designated functions, as needed, while continuing to coordinate event details in collaboration with service leadership ·        Emphasize member engagement and proactive service throughout each event ·        Contribute to a positive and team-oriented work environment during event execution ·        This role collaborates with and supports execution leadership. Direction and supervision of service staff remain with Food & Beverage Management and Captains. After Event Responsibilities | Follow-Up, Documentation & Continuous Improvement ·        Support timely and accurate billing processes in coordination with Accounting and the Director of Events ·        Participate in post-event evaluations and internal review discussions to identify opportunities to enhance future member experiences ·        Assist in the development of one large annual event, including planning, coordination, and post-event evaluation ·        Support Director of Events with marketing initiatives, event promotions, and collateral materials Qualifications and Requirements: ·        Prior server, bartender, banquet operations or event coordination experience required ·        Bachelor’s Degree in Hospitality or other related field preferred ·        Private Club experience preferred ·        Strong computer skills, including Microsoft Office and event management software ·        Working knowledge of food and beverage service standards, event layouts, and setup logistics ·        Ability to work a flexible schedule, including nights, weekends, and holidays as required ·        ServSafe and/or TIPS certification preferred ·        Strong organizational and multitasking skills with the ability to prioritize in a fast-paced environment ·        Excellent interpersonal and communication abilities; fosters collaboration across departments ·        High attention to detail and professional presentation ·        Flexible and adaptable to shifting priorities and event schedules ·        Team-oriented, positive, and proactive mindset with a strong sense of hospitality ·        Demonstrated ability to manage stress and maintain composure under pressure ·        Commitment to upholding Baltusrol Golf Club’s mission, culture, and standards of excellence Physical and Environmental Demands: ·        Ability to stand and walk for extended periods during events ·        Must be able to lift up to 30 pounds and assist with room setups and breakdowns ·        Comfortable working in a fast-paced, service-driven environment Pay: $60,000 - $65,000 (Full Time/Year Round – 40 hours/week) Job Type: Full-time (8-hour shifts)/ Flexibility to work evenings, weekends, and holidays is required to support Club operations and special events. Benefits: 401(k) with match Health, Dental, Vision, Life insurance, Disability Insurance Paid time off Ability to Commute: Springfield, NJ 07081 (Required); Work Location: In person

Apply Now