Onsite CoordinatorBel Air Bay ClubLos Angeles, CA
A property of: Bel Air Bay Club
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Job Description


The Bel-Air Bay Club offers one of Southern California's premier locations for wedding and private events with a breathtaking view of the California coastline. We are seeking a dynamic and experienced On-Site Coordinator, Upper Club to lead a great team and deliver an outstanding guest experience in a high volume atmosphere. The ideal candidate will work collaboratively with the Catering and Culinary team to ensure that the guest experience is executed at the highest of standards with impeccable service and attention to detail. The Bel-Air Bay Club is located in Los Angeles in the City of Pacific Palisades.



The On-site Coordinator serves as the liaison between the UC Catering Department, Client and the Banquet Operations team. You will work in the Catering administrative office part of the week to ensure that the Banquet Event order plan is met on day of event. On day of event, you will work closely with the guest to provide seamless and exceptional guest services at a high standard. We are seeking a dynamic, passionate events professional with past experience in this field. 

Essential functions

  • Attend all Bel-Air Bay Club (BABC) monthly group tastings and in-house PR mixers.
  • Take over weekend events from Catering Manager on Wednesdays; the On-Site Coordinator will be the events’ main contact to ensure the client has a main BABC employee working the event.
  • Work in the Administrative office a minimum 1-2 days a week to review the events for the upcoming weekend and attend BEO meetings. Work in Banquet Operations on floor at  event through weekend approximately 3 4 days.
  • Schedules the rehearsals with the client.
  • Manages the client rehearsals.
  • Work with the bride/planner from the arrival of the bride and the groom to departure; taking care of any needs, i.e. Ravello lounge, Board room.
  • Works      with vendors to enforce BABC policies; arrival, set up, meals, managing Client time lines and departure.
  • Engage      in clear communication between On-Site Coordinator, Banquet Operations and      Kitchen on company headsets.
  • Ensure      that attention to detail is met per each BEO including: Set ups; floor plans; time lines; food      delivery and communication, etc.
  • Works      with Executive Chef, Upper Club to ensure the Kitchen has enough warning      on the food delivery, communication between the front of the house and the      back.
  • If      anything changes per the BEO, ensure that the client signs off on the      change and / or time switch.
  • Assists      with pick-up for clients’ belongings, i.e. gifts, cake toppers, vases,      wine, etc.
  • Conduct      weekend site tours with potential clients, (not discussing dates or      prices) and providing the contact information to Catering Director for      proper follow up.
  • Discuss      chit write-ups and follow-up reports with Banquet Operations.
  • Send      client final invoice with descriptions of why monies are owed or refunded.
  • Final      invoice file close out
  • Send      thank you follow-up letters from the team.
  • Assist      with operations in any way that is needed (Upper or Lower club) to ensure      the success of the events.
  • Position      duties may include any other tasks as deemed necessary by BABC in order to      fulfill the obligations of the club.

Job Requirements



  • Past experience as On-Site      Coordinator and Operations Management.
  • High      level of professionalism.
  • Excellent      written and oral communication skills.
  • Strong      inter personal skills (people skills)
  • High School Diploma and some      college and work experience in relevant field preferred.

Work HoursThis position is Full-Time 5 days a week. It is a  full-time position with a work schedule according to demand. Reports to:UC Banquet OperationsUC Catering DirectorPhysical demands and work environment:Physical Demands

  • Able to sit and stand and walk for      long hours, bending, lifting and reaching over.
  • Ability to use hands, fingers,      handles or feels objects, tools or controls.
  • Ability to reach with hands and      arms, balance, stoop, talks and hear. 
  • Occasionally lift and or move up      to 30 lbs. 
  • Vision abilities required include      close vision, distance vision, color vision, peripheral vision, and depth      perception. 
  • Satisfactory auditory abilities      are required.

Environmental Factors

  • The employee      is exposed to working indoors and outdoors around normal, high and cold      temperatures with normal noise levels.

Job Details

Entry level

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Bel Air Bay Club
Bel-Air Bay Club is a private beach club situated on the picturesque
Santa Monica Bay in Pacific Palisades, California (between Santa
Monica and Malibu). Our team members enjoy a fun and fashow more
show more
Address16801 Pacific Coast Highway, Los Angeles, CA, 90272 View map
Property typeHotel 
room Count0-50 
location TypeUrban 
Company Logo
This property is managed by
Bel Air Bay Club