H6260 Special Events Coordinator

Position Title: Special Events Coordinator

Reports To:     Promotions and Entertainment Manager

Supervises:     N/A

Summary of Position

The Special Events Coordinator is responsible for organizing and executing Inn of the Mountain Gods Enterprise special events that enhance guest experience and support overall marketing initiatives. This role focuses on coordinating logistics, vendor relationships, and ensuring successful event execution. The position does not supervise team members and reports directly to the Marketing Promotions and Entertainment Manager. This position will need a gaming license. Other duties as required.

Key Responsibilities and Performance Behaviors

• Ability
  • Can explain and demonstrate Hospitality Behaviors and Performance Standards.
  • Understands where to get the information needed to complete tasks to standard.
  • Can explain and demonstrate technical skills used to complete tasks to standard.
  • Can explain or demonstrate the behavioral values or standards needed to complete tasks to standard.
  • Understands how to take ownership of problems and solve them when solutions may not be available.
  • Can explain how to request help from others when needed to complete task or goal.
  • Has complete knowledge and can tell others of IMGR&C products and services.
• Performance
  • Performance meets expected end results and standards in Key Responsibilities and those listed on technical / operational SOPs and task lists.
  • Responds to obstacles; finds new ways to reach desired end results.
  • In absence of guidance, acts and takes charge to respond to guest or internal customer needs.
  • Responds to change by quickly applying talent and skills in a positive way to succeed.
  • Supports achievement of Quality Goal; “Do it right the first time”.
  • Acts to protect and preserve property of IMGR&C. All areas, equipment and furnishings are kept exceptionally neat, clean and in good repair.
  • Required to meet all deadlines set.
  • Makes suggestions to improve performance.
• Behavior
  • Behavior meets IMGR&C standards (Mission, Vision, Values, Hospitality Behaviors, and Customer Recovery Skills).
  • Approaches all activities with enthusiasm and encourages enthusiasm from others.
  • Chooses a positive approach in all situations.
  • Respects individuality of others; continues to communicate in order to work together.
  • Speaks positively about guests, other team members and our business in all situations on and off property.
  • Treats others with respect in all situations.
• Service
  • Serves others.
  • Identifies and can communicate needs of guests and others.
  • Takes quick action to serve others in a way that meets/ exceeds their needs.
  • Identifies ways to improve individual’s or team’s service to others.
  • Provides service outside job responsibilities if needed to help resort succeed.
  • Takes ownership of guest problem(s) until it is solved.
• Professionalism
  • Meets IMGR&C Appearance standards.
  • Professionally supports IMGR&C’s reputation and image in all situations, on and off property.
• Attendance
  • Meets IMGR&C policy for attendance.
  • Informs supervisor of future absences as far in advance as possible.
  • Must be able to work Weekends, Holidays and be on call.
• Communication
  • Provides information others need to succeed, in time for them to use it.
  • Shares with next shift the information needed for them to succeed.
  • Listens to others without interruption; acts on their feedback when possible.
  • Asks questions to better understand expectations of others.
  • Reports all guest complaints and compliments to Supervisor.
  • Reports all situations to Supervisor where resort grounds or equipment do not meet IMGR&C standards.
• Team Work
  • Puts success of team ahead of personal success.
  • Helps other team members succeed without being asked.
  • Takes action to resolve conflict between individuals.
  • Helps other departments achieve success.
  • Reports ideas to increase team success and guest satisfaction to Supervisor.
  • Does whatever is necessary to help department and resort success.
  • Contributes ideas that support progress and success at shift, team and departmental meetings.

1. Essential Duties and Responsibilities include the following and are subject to change at Management’s discretion:

•  Coordinate and execute Inn of the Mountain Gods Enterprise special events, including holiday decorating and event, VIP event decorating and property wide special events.
•  Coordinate closely with Food & Beverage/Catering teams to ensure all event needs are met, including menu planning, service timing, and setup requirements.
•  Source, communicate, and manage relationships with outside vendors such as décor providers, rental companies, and event service contractors.
•  Assist with event logistics including timelines, layouts/vision boards, setup, breakdown and compliance with department standards.
•  Maintain accurate inventory of event supplies, and storage areas; ensure all items are organized, properly stored, and readily available.
•  Track and restock event-related products and materials as needed.
•  Support the development and execution of event plans, ensuring alignment with marketing goals and brand standards.
•  Prepare event documentation such as finalized BEO’s, vendor agreements, and post event summaries.
•  Monitor event execution to ensure quality control and report any issues that may arise to the Promotions and Entertainment Manager.
•  Provide on-site support during events, including evenings, weekends, and holidays as required.
• Adheres to all regulatory, departmental and casino policies and procedures, and to the casino Internal Control Structure.
• Must be able to obtain and maintain a gaming license.
• Other duties as required. 

1. Supervisory Responsibilities

There are no supervisory responsibilities in this position.

1. Education and/or Experience Requirements

High school diploma or general education degree (GED) Required.

Three (3) years experience working with event coordination.

Strong organizational and time management skills with attention to detail.

Ability to manage multiple projects and deadlines in a fast-paced environment.

Proficient in Microsoft Office (Word, Excel, Outlook)

Experience with AI platforms is a plus.

 Ability to lift and move event materials and supplies as needed.

Required to work Weekends, Holidays and be on call.

Mescalero Apache Tribal preference; bicultural experience preferred.

1. Physical Demands

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to walk and sit. The team member will be required to look at a computer screen for several hours. The team member will occasionally lift and/or move up to 50 pounds. Occasionally, the team member will be required to stoop, kneel, crouch, and crawl and to talk and hear.

1. Work Environment

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually loud.  The team member will be exposed to a second-hand smoke environment.