Events Coordinator

HAMLIN HOUSE: PADDLE AND SOCIAL CLUB | POSITION DESCRIPTION

EVENTS COORDINATOR

COMPANY OVERVIEW

Hamlin House is Orlando's premier private social and athletic club, thoughtfully designed to bring together professionals, entrepreneurs, athletes, and community leaders through exceptional hospitality, elevated dining, premier pickleball, curated programming, and meaningful experiences. As our membership and event business continue to grow, we are seeking an Events Coordinator who is passionate about hospitality, relationship building, and creating unforgettable experiences that strengthen our community and support the continued growth of our event business.

POSITION OVERVIEW

The Events Coordinator plays an integral role in supporting Hamlin House's private events, corporate gatherings, member celebrations, and social experiences. Working closely with the Events Manager and cross functional teams, this person helps coordinate every stage of the event process, ensuring each event is executed with exceptional attention to detail and hospitality.

This is an ideal opportunity for someone who enjoys organization, relationship building, and creating memorable guest experiences while developing a career in hospitality and events.

You'll assist with event logistics, coordinate vendors, prepare event documentation, communicate with clients and internal departments, and help ensure every event reflects the elevated hospitality Hamlin House is known for.

We're looking for someone who thrives in a fast moving environment, enjoys staying organized, anticipates needs before they arise, and takes pride in helping create experiences people talk about long after they've left.

DUTIES AND RESPONSIBILITIES

Event Coordination & Client Support

• Serve as a point of contact for private, corporate, and member event inquiries alongside the Events Manager.
• Support the event booking process by preparing proposals, gathering event details and client requirements, and assisting with contracts and payment schedules.
• Support consistent client communication from the initial inquiry through event completion.
• Assist with club tours and event planning meetings.
• Identify opportunities to enhance the guest experience through food and beverage offerings, space upgrades, food and beverage enhancements, and personalized touches and personalized touches.

 Event Planning & Execution

• Coordinate event timelines, vendors, rentals, floorplans, room setups, décor, audiovisual needs, and event logistics.
• Prepare detailed event documentation for Food & Beverage, Front of House, Concierge, Culinary, and Operations teams.
• Assist with onsite event setup, execution, and breakdown.
• Help ensure events run smoothly while providing exceptional service to clients and members.

 Hospitality & Club Operations

• Partner with Membership, Culinary, Marketing, Concierge, and Operations teams to create seamless guest experiences.
• Balance multiple events and priorities while maintaining exceptional organization and attention to detail.
• Track event calendars, contracts, invoices, timelines, and event documentation.
• Assist with post event reporting, client feedback, and continuous improvements.
• Represent Hamlin House with professionalism and hospitality during every interaction.

 Innovation & Growth

• Bring fresh ideas for member programming and social experiences.
• Stay current on hospitality and event trends.
• Continuously identify ways to improve event processes and guest experiences.

QUALIFICATIONS AND EXPERIENCE

• 1 to 3 years of experience in hospitality, events, catering, hotels, restaurants, country clubs, private clubs, or guest services.
• Experience assisting with events or coordinating multiple projects preferred.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to multitask while maintaining attention to detail.
• Comfortable working evenings, weekends, and holidays based on event schedules.
• Ability to interact professionally with members, guests, vendors, and internal teams.
• Proficiency with Microsoft Office; experience with event management software is a plus.
• Resourceful self-starter who enjoys figuring things out in a fast-paced, entrepreneurial environment.

If you're passionate about hospitality, enjoy bringing people together, and love seeing the details come together to create exceptional experiences, we'd love to meet you.

Hamlin House Paddle and Social Club offers the opportunity to grow your career in a one of a kind hospitality environment while helping create memorable moments for our members and guests. Join us in building a welcoming, active, and refined community where every event leaves a lasting impression.