Events & Marketing Coordinator

Property Description:

Bennett Valley Golf Course is a scenic, community-focused 18-hole course in Santa Rosa known for its welcoming atmosphere, approachable play, and beautiful valley views. At its heart is Iron & Vine Restaurant, Bar & Events—a modern indoor-outdoor gathering space featuring seasonal cuisine, a full bar, and a versatile setting for weddings, social gatherings, corporate events, tournaments, and special celebrations.

 

Position Summary:

Supports the sales & marketing efforts for a high-volume golf course, restaurant, and event venue by managing event logistics, client communication, and marketing execution after contract completion. Ensures all events are accurately prepared, finalized, and executed while supporting ongoing promotion of venue programming and special events. This role requires a flexible schedule, with a general expectation of Tuesday–Saturday availability; occasional evenings, Sundays, and early mornings may be required based on event and operational needs.

 

Essential Duties and Responsibilities:

Event Coordination & Execution

• Support the transition of events from sales to operations following contract execution by the Director of Sales & Marketing
• Manage all event payments, documentation, and scheduling of detail meetings with the DOSM and client
• Coordinate client communications related to logistics, timelines, and event updates
• Finalize event details upon receipt of the final guarantee, ensuring BEOs, diagrams, and timelines are accurate and complete
• Update floorplans and event documents as changes occur
• Produce and distribute all event documentation (BEOs, timelines, diagrams, event packets)
• Coordinate vendor logistics, setup details, and internal communication
• Serve as on-site coordinator for assigned events, ensuring smooth execution
• Ensure all internal teams are aligned and informed of final event details

Financial Accuracy & Accountability

• Process and track all deposits, payments, and required documentation
• Manage multi-payment and high-volume events with clear tracking systems
• Reconcile final event charges based on actual attendance and consumption
• Ensure alignment across CRM, POS, and reporting systems
• Complete post-event billing, follow-ups, and client communication

Systems, Organization & Communication

• Maintain accurate and up-to-date records, timelines, and tasks within CRM
• Proactively communicate updates and changes across departments
• Prepare weekly BEO packets and support operational review meetings
• Maintain organized, audit-ready digital event files
• Respond promptly to client and internal communications
• Support site tours and client interactions as needed

Marketing Execution & Brand Consistency

• Execute marketing collateral for all programming
• Maintain accurate and consistent messaging across website, Google Business, social media, and on-site materials
• Create, schedule, and publish social media and promotional content
• Capture event photography and maintain organized content libraries
• Support execution of the marketing calendar to ensure timely campaign launches
• Track and report on basic marketing performance

 

Qualifications:

• 1–3 years of experience in event coordination, hospitality, or marketing in a high-volume environment
• Experience working with CRM systems, POS systems, and basic marketing platforms preferred
• Proficiency in Microsoft Office or Google Workspace

 

Classification:

Full-Time, Non-Seasonal, Hourly, Non-Exempt

 

Pay Range:

$25-27 per hour plus commission

 

KemperSports Management is an Equal Opportunity Employer