Event Coordinator

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Responsible for supporting the planning, coordination, and successful execution of all Club events. This role involves active participation in private events, member activities, seasonal programming, and golf-related functions. The coordinator ensures that every logistical detail is managed efficiently, delivering high-quality experiences aligned with the Club’s service standards. The ideal candidate is bilingual in English and Spanish, highly organized, and an effective communicator capable of working seamlessly with vendors, members, and internal teams.

RESPONSIBILITIES OF THE POSITION:

Event Planning & Execution

Support the execution of all member-facing events and provide assistance for internal employee events.

Coordinate event logistics, including layouts, timelines, vendor arrangements, and staff assignments.

Attend and oversee events to ensure service excellence and adherence to Club standards.

Maintain a visible and approachable presence during events.

Vendor & Budget Management

Provide quotes and secure proposals from local and international vendors (furniture, rentals, photographers, entertainers, floral, A/V, etc.).

Ensure contracts and agreements are completed and signed prior to placing event orders.

Maintain updated files on vendor contacts, pricing, and event history.

Assist in developing event budgets, tracking expenses, and preparing reports for forecasting.

Member & Guest Engagement

Meet with members to gather event details and preferences.

Address inquiries, concerns, and feedback professionally and in a timely manner.

Help maintain updated guest preferences and member feedback to enhance future planning.

Represent the Club brand and culture in all member- and guest-facing interactions.

Administration & Communication

Update and maintain the master events calendar.

Prepare accurate event documentation, reports, and departmental updates.

Collaborate with other departments to ensure smooth cross-functional event execution.

Keep departmental managers informed of upcoming functions and expectations.

Ensure all events align with Club goals and Discovery Land Company (DLC) standards.

Other

Perform other duties as assigned by management to support the success of the department and the Club.

REQUIRED ATTITUDES/ BEHAVIORS

Positive, solution-oriented mindset with a proactive approach.

Detail-oriented, organized, and committed to excellence.

Flexible and adaptable in a fast-paced environment.

Team player with strong collaboration skills.

Dedicated to delivering exceptional service.

Professional communication, presentation, and conduct.

Respectful and culturally sensitive in all interactions.

REQUIRED EXPERIENCE, ABILITIES, and/ or SKILLS

Minimum of 2 years of experience in events, hospitality, or a related field.

Bilingual – fluent in English and Spanish, both written and spoken.

Ability to work flexible schedules, including evenings, weekends, and holidays.

Strong knowledge of event coordination and vendor management.

Excellent interpersonal and communication skills.

Ability to manage multiple priorities and meet deadlines under pressure.

Proficiency in Microsoft Office Suite and Google Workspace tools.

Knowledge of luxury hospitality standards preferred.

COMPETENCIES FOR SUCCESS IN THE ROLE

Customer Orientation: Anticipates member and guest needs, ensuring exceptional experiences and satisfaction.

Communication: Communicates clearly, concisely, and professionally in verbal, written, and digital formats.

Problem Solving: Approaches challenges with creativity, initiative, and sound judgment, providing practical solutions.

Time Management: Efficiently balances multiple tasks, deadlines, and priorities in a fast-paced, high-demand environment.

Teamwork: Collaborates seamlessly with colleagues and cross-functional departments to achieve shared objectives.

Adaptability: Adjusts quickly to changing priorities, schedules, and member or guest expectations.

Attention to Detail: Maintains accuracy, thoroughness, and consistency in all aspects of event planning and execution.

Innovation & Initiative: Proactively identifies opportunities to improve processes, enhance experiences, and elevate service standards.

REQUIRED EDUCATION

Bachelor’s degree in hospitality, Event Management, Business Administration, or a related field preferred.

HEALTH AND SAFETY NEEDS

Ability to work in both indoor event spaces and outdoor venues.

Ability to sit and use a computer for extended periods.

Comfort with exposure to temperature changes during indoor/outdoor transitions.

Ability to walk and work on uneven surfaces (beach, golf course, natural landscapes).

Capacity to stand and remain active for long periods during events.

Ability to safely lift, carry, or move event materials and supplies (up to 25 lbs).

About Us

About the Project - Zapotal Beach Club

Zapotal Golf & Beach Club is located on the North Pacific shore of Costa Rica in the heart of the Gold Coast. Costa Ricans are known for their Pura Vida attitude- a “pure life” with low stress, good times, and the great outdoors. Guanacaste is one of National Geographic’s five Blue Zones and retains its allure as one of the most hospitable places in the world. Members can enjoy ad-ventures on sea and land, a leisurely round on the 18-hole Tom Fazio golf course, delight in lo-cal organic meals, and indulge in a spa treatment or a workout. Take this friendliness and infuse it into a one-of-a-kind private family community, and you get pure magic. It’s the Discovery way. Our employees use their personal talent, passion, and resources to meaningfully integrate with diverse cultures and communities to provide the highest level of guest service and be a part of creating memorable experiences. For more information about our club, please visit:

About Discovery Land Company

Founded in 1994 by Michael S. Meldman, Discovery Land Company specializes in building luxu-ry residential private club communities and resorts worldwide. We have grown to be the prem-ier player in the high-end resort residential niche with 20 world-class projects in our portfolio. Our communities are distinct with their own architectural styles, world-class amenities, and high levels of service.

We don’t build buildings, but rather we build settings where families can create intergenera-tional memories and enrich their lives in exquisite and untouched sanctuaries. These settings offer a casual and comfortable sense of community through outstanding clubhouses, premier golf courses, welcoming staff, world-class culinary offerings, and outdoor pursuits. To ease and enrich your experiences, Discovery holds itself to the highest service standards. Every decision we make is driven by one fundamental objective: to make the time you spend with the people you care about most not merely enjoyable, but memorable.

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