The Special Events Coordinator plays a key role in the organization and execution of all private events. The coordinator manages and completes day-to-day tasks in the Events Office and acts as a liaison between the Sales Consultants, our clients and other members of the Events team. The coordinator makes certain that information regarding each event is gathered accurately and shared effectively to ensure the smooth delivery of services.

This individual is often the first point of contact for our potential clients.

What makes you the perfect candidate:

- You love the idea of being part of somebody’s special day and helping to plan an unforgettable experience.
- You are passionate about providing genuine and thoughtful service and support to clients planning their special events.
- You are highly organized with an incredible eye for detail.

Duties and Responsibilities

- Represent the Events Office by welcoming, accommodating, and assisting all guests and team members professionally and courteously.
- Answering all incoming phone & email inquiries in a polite and timely manner.
- Booking restaurant reservations and answering special menu inquiries for large parties.
- Greeting visitors to the office and directing them appropriately as required.
- Maintain the appearance of the Special Event office and Bridal Suites.
- Efficiently and accurately utilize Micros, Opera and OpenTable software programs.
- Secure appointment times for clients to meet with Special Event Consultants and maintain the event office calendar.
- Greet clients at their first visit appointments and gather contact and basic event information and visitation history prior to their meeting with the Special Event Consultant.
- Create Proposals for clients using Opera and provide them with digital or hard copy
- Build and update event files with necessary details (decor, timing, vendor info, menu selections, special requests).
- Complete file checklists once deposits are received.
- Handle deposits, payments,



and final payments, ensuring all steps are followed and paperwork is filed.
- Create, proofread, and get approval for event menus before printing and distribution.
- Email reminders to clients for key appointments and confirm dates with them for their Menu Tasting, Rehearsal, Final Details Appointment.
- Communicate details of each event to FOH and BOH team members by providing copies of the most up to date BEO’s 10 days prior to the event date. Update BEO’s if new information becomes available leading up to the event date.

Advantages to being part of the Elora Mill Hotel & Spa team!

- Competitive wages
- Discounts at all Pearle Hospitality properties (restaurants, golf, hotels and spas)
- Co-paid benefits for permanent team members after 3 months
- Training and Development to support personal & professional growth
- Career opportunities across all Pearle Hospitality properties
- A fun place to work with an amazing team & company culture!

Pearle Hospitality and affiliated companies, including Elora Mill Hotel & Spa, accommodate the needs of job applicants throughout its recruitment and selection processes in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodation needs must be provided in advance. To discuss your needs, please contact the hiring manager #INDEMH

Pay: From $21.00 per hour

Benefits

- Dental care
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- Store discount
- Vision care

Ability to commute/relocate:
- Elora, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):
- Are you presently or have you ever been employed by any affiliated Pearle Hospitality properties? If YES, List location

(ETT: Bread Bars, The Pearle Hotel & Spa, Cambridge Mill, Elora Mill Hotel & Spa, Ancaster Mill, Spencer's At The Waterfront, Whistle Bear Golf Club)

Experience

- Administrative: 2 years (preferred)

Work Location: In person

📌 Special Event Coordinator (Elora)
🏢 Pearle Hospitality
📍 Elora