Events & Marketing Coordinator

Santa Rosa, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Hourly

Compensation

Hourly

Range $25.00 - $27.00

Work Schedule

Flexible

Benefits

Health Insurance

Paid Time Off

Commission opportunity

Job Description

Bennett Valley Golf Course is a renowned 18-hole golf course located in Santa Rosa, known for its scenic beauty, community-focused ambiance, and approachable style of play. Nestled in a picturesque valley, the course offers stunning views and an inviting atmosphere suitable for golf enthusiasts of all skill levels. Besides the golf course, the property is home to Iron & Vine Restaurant, Bar & Events, a modern indoor-outdoor space celebrated for its seasonal cuisine, a fully stocked bar, and its versatility as a venue for weddings, social gatherings, corporate functions, golf tournaments, and special celebrations. This combination creates a unique destination that caters not only to golfers but also to local residents and visitors looking for an exceptional event experience.

This position supports the sales and marketing efforts at Bennett Valley Golf Course by managing logistics and client communications for events held within the golf course, restaurant, and event venue. The role is essential in ensuring that every event is well-prepared, properly finalized, and flawlessly executed with a focus on customer satisfaction and operational excellence. Working closely with the Director of Sales & Marketing, event details are coordinated from the moment a contract is signed, managing payments, scheduling meetings, and handling all communications related to event logistics and updates. The candidate will be responsible for creating and maintaining accurate event documents such as Banquet Event Orders (BEOs), floor plans, timelines, and vendor setup details.

The job also involves serving as the on-site coordinator for assigned events to ensure smooth delivery and alignment across all internal teams. Financial accountability is crucial, with duties including managing deposits, tracking payments, reconciling charges based on actual attendance and consumption, and finalizing post-event billing and client follow-ups. Proficiency in CRM and POS systems is a plus, given the need for alignment across multiple platforms.

The role is not limited to event coordination alone; marketing execution plays a big part as well. The selected candidate will help create and maintain marketing materials, manage social media campaigns, capture event photography, and support the marketing calendar to ensure timely campaign launches. Monitoring marketing performance and maintaining brand consistency across digital and onsite platforms is also required.

This full-time, non-seasonal, hourly position requires a flexible schedule, typically Tuesday through Saturday, with occasional evenings, Sundays, or early mornings depending on event and operational demands. The hourly pay range is $25 to $27, with the opportunity to earn commission. Bennett Valley Golf Course, managed by KemperSports Management, values diversity and is an Equal Opportunity Employer. This role is ideal for someone passionate about hospitality, event planning, and marketing who thrives in a fast-paced, high-volume environment and enjoys working collaboratively to create memorable experiences for guests and clients alike.

Job Requirements

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
flexible schedule with availability Tuesday through Saturday and occasional evenings, Sundays, and early mornings based on event needs

Job 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

Job Duties

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
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
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
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