Event Coordinator | Bell Harbor Conference Center

Event Coordinator | Bell Harbor Conference Center “People never forget how you made them feel.” Maya Angelou’s famous statement serves as a rallying cry throughout Columbia Hospitality and fuels our collective drive - and success. Our people are our purpose, and our brand is our people. We seek extraordinary individuals who drive our brand promise of Creating Exceptional Experiences. We are a people-first organization, ignited from the inside to succeed on the outside. We are a tight-knit, inclusive, values-driven team and we trust one another to have each other’s backs. We show up every day with open hearts, an inclusive mindset, and a genuine respect for those around us. We have fun, grow together, and strive to leave a positive lasting impression on everyone we meet. As our Event Coordinator, you will be the bridge between the Sales & Events department and Operations Department. You will support the Sales & Event Managers with administrative, contract, and financial tasks, and serve as the primary onsite contact for clients during events, ensuring seamless communication between guests and operations teams while delivering a high-quality and successful event experience. THE PERKS *Eligibility of perks is dependent upon job status Hourly Pay Range: $26 to $28 DOE Paid Time Off (Because Balance Matters) 401K Match (Free Money) Values Based Culture (#OMGLIFE) Benefits - Medical, Dental, Vision, Disability Coverage Company Contributed HSA/FSA Plan Discounted Lodging, Dining, Spa, Golf, and Retail (Yes, Discounted Travel!) Third Party Perks (Movie Tickets, Attractions, Other) Company Sponsored Life Insurance Policies Employee Assistance Program Team Member Outings Diverse Work Group “Columbia Cares” Volunteer Opportunities Committee Participation Opportunities (Fun, Philanthropic, Diversity/Equity/Inclusion) Ability to Climb the Ladder Online Learning Platform to Help You Grow! THE BRASS TACKS Sales & Administrative Support Assists the Sales & Event Managers with day-to-day sales and event planning needs. Performs administrative functions, organizing calendars and department meetings, reading/routing incoming mail, drafting routine correspondence; designs and maintains organization systems. Answers all sales and event related telephone calls professionally and courteously within three rings, takes clear/concise messages, provides information, and/or directs calls to the appropriate team member. Manages all inbound RFP’s, assigning them to the appropriate sales contact, and lead reporting. Assists with preparing event orders, floorplans, estimates, e-proposals, sales agreements, and other sales & events related external documents. Responsible for the definite agreement process, including turnover from sales to events. Prepares/distributes event reports, including the group resume and EO packet. Handles deposits, maintains accurate record of receipt, records in appropriate platforms, and ensures delivery to accounts receivable. Processes sales department invoices and expenses: maintains digital files, hands off to accounting, organizes and tracks as needed. Onsite Event Execution Serves as the primary onsite contact for clients during events, welcoming clients in a warm, professional manner. Assists the Director of Operations and Onsite Event Supervisor with operational duties and event-related tasks as assigned. Ensures all event spaces are set according to client specifications and operational standards. Maintains event timelines and proactively manages the flow of programming to ensure seamless execution. Serves as a proactive problem solver while managing event transitions, operational changes, and multiple clients simultaneously. Prepares and verifies the accuracy and placement of all event signage, directional indicators, and facility communication. Manages and fulfills all onsite client requests while communicating necessary updates to operational teams. Maintains accurate and current knowledge of all events taking place within the facility, including future programming and logistics. Builds strong client relationships by understanding and anticipating personal preferences and expectations. Monitors facility access to ensure only authorized guests, vendors, and attendees enter event spaces. Upholds all building safety, security, and emergency procedures at all times. Accurately documents shift activity, event details, and operational notes to ensure continuity between teams. Communication & Teamwork Develops and maintains favorable working relationships and open communication with all departments. Communicates key event updates, operational changes, and important information to team members and leadership in a timely manner. Responds promptly and professionally to all internal and external client inquiries and requests, replying to all emails within 24 hours. Maintains clean, organized, and professional office and workspace environments. Assists with special projects and completes ad hoc assignments as needed. THE NITTY GRITTY Previous experience in customer service, hospitality, or event roles preferred. The ability to read, write, and speak English fluently is required. Strong written and verbal communication skills, including: The ability to write, proofread and edit reports, business correspondence, and sales contracts. Effectively present information and respond to questions from team members, managers, clients, guests and general inquiries. Ability to carry out instructions provided in written and oral format. Ability to add, subtract, multiply and divide in all applicable units of measure, using whole numbers, fractions, percentages, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to compute discounts, commissions, proportions, and percentages. Strong computer literacy in Microsoft Office, especially Outlook, Word, Excel and PowerPoint. Detail oriented with strong multi-tasking and organizational skills. Ability to solve problems and make decisions in routine and fast-paced, live-event situations. Strong personal skills, including time management, planning and organizing, and delivery of results. Positive can-do attitude and the ability to adapt to a variety of situations. Must adhere to Columbia Hospitality Policies and Procedures. Additional job functions may be assigned based on the property’s business needs as determined by the General Manager and Seattle Support Center Leadership. Don’t meet every single requirement? At Columbia Hospitality we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may just be the right candidate for this or other roles. THE FINE PRINT Columbia Hospitality, Inc. is an equal opportunity employer committed to an inclusive environment without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, or any other protected status in accordance with applicable law. We strive for excellence in every position within the company and select the most qualified people who embrace our service philosophy and these values. Sincerity | Enthusiasm | Accountability | Respect | Creativity | Honesty Columbia Hospitality is a national management and consulting company with more than 25 years of experience in creating hospitality solutions and delivering exceptional experiences. Our portfolio includes award-winning hotels and resorts, premier residential communities, restaurants and bars, private and public golf clubs, conference centers, and distinctive venues. Columbia Hospitality has been consistently recognized as one of the Top Companies to Work for in Washington by Seattle Business Magazine and Puget Sound Business Journal for their commitment to creating a fun, dynamic and nurturing work environment for team members. Updated 10/9/26