Title:  Events Coordinator - Adventures on the Gorge

Job Description

Adventures on the Gorge is a premier outdoor adventure destination located on the rim of the New River Gorge in West Virginia, a UNESCO World Heritage site. Offering world-class whitewater rafting, ziplining, rock climbing, and more, the resort combines thrilling experiences with cozy accommodations, exceptional dining, and breathtaking views. With a mission to create unforgettable memories, Adventures on the Gorge is the perfect place for adventurers and nature lovers alike.

The Events Coordinator supports the planning and coordination of weddings, social events, and group functions at Adventures on the Gorge. This role partners with clients and internal teams (Sales, Food & Beverage, Lodging, and Resort Operations) to ensure a seamless experience from initial inquiry through event execution support.

Key responsibilities include managing event logistics, preparing Banquet Event Orders (BEOs) and timelines, maintaining reservations and event details, coordinating vendors and venues, and supporting the booking process. The Events Coordinator serves as a primary point of contact for clients, providing timely and clear communication and guidance throughout the planning process.

On event days, the coordinator assists with on-site setup and coordination, ensuring a smooth handoff to banquet and operations teams for execution.

This is an In-Person role that includes indoor or outdoor settings where work is performed. Success in this role requires strong organization, attention to detail, and ability to manage multiple events in a fast-paced environment. Weekend, holiday, and seasonal availability are required.

Job Responsibilities

• Oversee direct service delivery of events and manage hand-off of on-site service delivery teams, acting as a key contact for suppliers and customers.
• Manage event set up logistics including venue/room layout, technical requirements, food & beverage needs, transportation and all other related activities and/or services. Responsible for making the Banquet Event Order with all relevant information provided.
• Creates and takes ownership of the Banquet Event Orders (BEO’s) from the time of initial guest or group inquiry to hand-off to the operations team. 
• Booking event reservation, selecting and costing menu items, and pricing as needed. 
• Coordinates activities with other internal departments. 
• Collaborate with vendors and key service users within client organization.
• Facilitate external customer relations; represents Aramark and the client at meetings and events.
• Consult with internal stakeholders and appropriate meeting contacts to understand the business purpose for each event in order to ensure meeting planning and logistical support achieves desired event outcome. 
• Follow company guidelines and department procedures for contract language approvals and contract finalization, securing legal assistance, when necessary.   
• Develop and maintain standardized contract templates for preferred hotel/venue providers. 
• Develop and maintain standards to ensure consistent approach to production, staging, entertainment, and audiovisual requirements, as needed. 
• Develops and is accountable for a safety culture that creates a work environment where no one gets hurt.
• Aid in implementation and adherence to all Aramark Catering initiatives and guidelines.
• Aid in implementation and adherence to all Aramark Catering initiatives and guidelines.
• Manage event reservations including venues, lodging accommodations, catering, and rentals.
• Enter and maintain reservations within the reservation system, including updating event details, headcounts, timelines, and logistics.
• Process payments and track balances in accordance with company policies.
• Assist with event-day coordination as needed, greeting clients as needed and ensuring a smooth transition to the Catering and Banquet Team for execution.
• Develop and maintain standardized contract templates for preferred venues and partners.
• Maintain standards to ensure consistent approaches to event production, staging, entertainment, and audiovisual needs.
• Track and manage leads and bookings within CRM systems, ensuring accurate documentation and follow-up.
• Identify opportunities to enhance events and increase revenue through upselling or package recommendations.

This job profile does not contain a comprehensive listing of all required activities, duties, or responsibilities. Job duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

Qualifications

• Minimum of two years operational experience in a hotel/banquet setting required.  
• Prior experience with booking of events preferred. 

About Aramark

Our Mission

Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet.

At Aramark, we believe that every employee should enjoy equal employment opportunity and be free to participate in all aspects of the company. We do not discriminate on the basis of race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other characteristics protected by applicable law.

About Aramark

The people of Aramark proudly serve millions of guests every day through food and facilities in 15 countries around the world. Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. We believe a career should develop your talents, fuel your passions, and empower your professional growth. So, no matter what you're pursuing - a new challenge, a sense of belonging, or just a great place to work - our focus is helping you reach your full potential. Learn more about working here at http://www.aramarkcareers.com or connect with us on Facebook, Instagram and Twitter.