About Lake Nona Wave Hotel

Celebrated as ‘the Living Room of Lake Nona,’ Wave Hotel opened in December 2021. Our luxury lifestyle hotel is at the very heart of one of the most innovative communities in the country. Infusing intuitive technology, access to unique wellness programs, and truly inspired restaurant and bar concepts Lake Nona Wave Hotel is an unexpected destination for guests from around the World. Discover a different side to Orlando that is anything but make-believe.

Mission Statement

Different by design, Lake Nona Wave Hotel enhances the lifestyle of our guests through luxury experiences that charge and re-charge the soul.

About CoralTree Hospitality

Our team members are the true soul of our company. We think differently. About travel, but also about the ways in which we deliver on our promise to engage, delight, awaken and challenge our team members as well as our guests. We are deeply committed to the foundation of core values that mold our interactions with everyone we encounter – our guests, our clients, our team, and our communities. We create engaging, impactful environments that connect people and places, awaken the spirit, and allow team members with talent, integrity, and heart to thrive. We believe our team members are the true soul of our company. We invite you to join us on this journey.

Job Overview

You will play a key role in supporting the Events Team and delivering distinctively different guest experiences by coordinating event details, anticipating client needs, and fostering strong, trust-based relationships with our customers and team members. Your attention to detail, organizational strength, and collaborative approach will help ensure events are executed flawlessly while supporting long-term, value-based customer relationships that contribute to repeat business and overall hotel success.

Essential Functions

• Serve as a key support partner for assigned groups and events, ensuring a smooth transition from Sales to Events.
• Coordinate and manage the administrative and operational details of meetings and events, including timelines, function space usage, room setup requirements, catering needs, and audiovisual coordination.
• Support client communication by gathering event details, confirming arrangements, and assisting with recommendations that enhance the guest experience.
• Prepare, distribute, and maintain all event documentation, including Banquet Event Orders (BEOs), event resumes, timelines, and internal communications.
• Assist with pre-event planning meetings and post-event follow-ups to ensure accuracy and continuous improvement.
• Communicate clearly and consistently with internal departments including Banquets, Culinary, AV, Front Office, Housekeeping, Engineering, Sales, and Marketing to ensure seamless execution.
• Support on-site event execution as needed, assisting with coordination, adjustments, and real-time problem solving.
• Ensure all event details are accurately reflected in contracts, BEOs, and internal systems.
• Maintain accurate and timely records in Delphi and related systems, documenting event details, changes, and billing notes.
• Assist with billing accuracy by reviewing event details, supporting final invoices, and addressing post-event questions.
• Anticipate guest needs and respond promptly with professionalism and attention to detail.
• Foster positive and productive relationships with all Lake Nona Hotels team members, particularly Sales, Events, Marketing, Operations, and hotel leadership.

Qualifications

• Education
Bachelor’s degree preferred but not required in hospitality management, event management, business administration, or a related field.

• Experience
Minimum of one year of experience in hotel sales, hotel operations, hotel events, conference services, catering, or a similar hospitality administration role.

• Administrative Strength
Highly organized with strong attention to detail and the ability to manage multiple events simultaneously.

• Flexibility
Comfortable working a variable schedule including evenings, weekends, and event-driven hours as needed.

• People-Focused
Service-oriented mindset with the ability to build positive working relationships with clients and internal teams.

• Strong Communicator
Excellent written and verbal communication skills with the ability to clearly document and convey event details.

• Technical Proficiency
Working knowledge of Delphi, PMS systems, Microsoft Office, and related hospitality systems.

• Problem-Solving Ability
Able to remain calm, professional, and solution-focused in a fast-paced event environment.

• Team-Oriented
Collaborative, dependable, and committed to supporting the success of the broader Lake Nona Hotels Events and Sales teams.

Working Environment/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 job. 

• While performing the duties of this job, the team member is regularly required to walk, stand, and sit 6-8 hours per day and may have exposure to basic office supply chemicals.
• The team member is occasionally required to climb and use balance.  Additionally, they will frequently be asked to use their hands and arms to reach, carry, pull, and lift up to 25 lbs.  Specific vision abilities required by this job include close vision, distance vision, and peripheral vision. 
• The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. 
• While performing the duties of this job, the team member will experience temperature fluctuations (rain, wind, heat, humidity), and moderate to high noise levels.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.  This job description is subject to change at any time.  The team member will be required to follow other instructions and perform other work-related duties requested by his or her supervisor.