Key Responsibilities and Required Skills for Golf Tournament Coordinator

🎯 Role Definition

The Golf Tournament Coordinator is the central orchestrator of successful golf events, from intimate corporate outings to large-scale charity tournaments. This role is a dynamic blend of meticulous planning, client relationship management, and on-the-ground execution. You are the go-to person who ensures every detail is flawlessly managed, from the initial inquiry to post-event follow-up, creating memorable and seamless experiences for clients and their guests. Success in this position means being a proactive problem-solver, a master of logistics, and the welcoming face of the club's event operations.

📈 Career Progression

Typical Career Path

Entry Point From:

Event Assistant or Coordinator
Hospitality Sales Coordinator
Golf Pro Shop Assistant / Staff

Advancement To:

Tournament Director
Director of Catering & Events
Director of Sales & Marketing (at a golf club or resort)

Lateral Moves:

Corporate Event Planner
Wedding & Social Event Manager

Core Responsibilities

Primary Functions

Serve as the primary, dedicated point of contact for all tournament and golf outing clients, guiding them from the initial sales inquiry through the final billing process to ensure a cohesive and positive client journey.
Develop and meticulously execute comprehensive event plans, detailed timelines, and operational checklists for each tournament, ensuring all moving parts are tracked and no detail is overlooked for a flawless event.
Actively prospect, solicit, and book new tournament business by professionally responding to leads, conducting engaging site tours, and developing compelling proposals to meet and exceed annual sales goals.
Generate and distribute highly detailed Banquet Event Orders (BEOs) and tournament resumes to all relevant departments (Golf Operations, F&B, Agronomy, etc.) to ensure clear communication and operational alignment.
Plan and oversee all food and beverage requirements for tournaments, working closely with the F&B Director and Executive Chef to design customized menus, manage service logistics, and meet client expectations.
Coordinate the complete logistical setup of the golf course for events, including tee time scheduling, player registration processes, cart staging, and scoring procedures in collaboration with the Head Golf Professional.
Act as the lead on-site manager for all assigned tournaments, overseeing event setup, live execution, and breakdown, while serving as the visible and accessible point person for the client and their guests on event day.
Proactively identify and resolve any issues or challenges that arise on the day of the event, demonstrating quick thinking and exceptional problem-solving skills to maintain a high level of service and event integrity.
Prepare, review, and finalize detailed event contracts with clients, ensuring all terms, conditions, financial obligations, and specific expectations are clearly documented and mutually agreed upon.
Manage the tournament budget from start to finish, providing clients with accurate cost estimates, diligently tracking expenses, and ensuring final invoices are precise and processed in a timely manner.
Arrange and manage all special on-course contests, such as closest-to-the-pin, longest drive, and hole-in-one competitions, which includes procuring prizes, designing signage, and coordinating with sponsors.
Cultivate and maintain strong, lasting relationships with existing clients and key community partners, encouraging repeat business and actively soliciting referrals for future events.
Upsell various club amenities and services, including merchandise packages, instructional clinics with golf professionals, and enhanced food and beverage options, to maximize event revenue and enhance the guest experience.
Lead and direct event staff on the day of the tournament, providing clear instructions, motivation, and support to ensure all tasks are completed efficiently and to the highest standard of service.
Oversee the preparation and professional distribution of all tournament-related materials, including welcome packets, rule sheets, personalized cart signs, scorecards, and sponsorship banners.
Conduct thorough pre-event site inspections and detailed planning meetings with clients to fully understand their vision, objectives, and specific needs, translating them into an executable operational plan.
Facilitate a smooth and engaging post-tournament awards ceremony or reception, coordinating with the F&B team and emcee to ensure a seamless transition from the golf course to the banquet space.
Gather, analyze, and act upon post-event feedback from clients through surveys and follow-up communications to identify areas for improvement and ensure long-term client satisfaction.
Maintain a meticulously accurate and organized database of all tournament clients, event details, and sales activities using dedicated CRM or event management software.
Reconcile all tournament revenues and expenses post-event, working closely with the accounting department to finalize billing, process payments, and prepare financial performance reports for management.

Secondary Functions

Support ad-hoc data requests from the management team regarding tournament sales trends, client demographics, and event profitability.
Contribute to the organization's broader event strategy and annual planning, offering insights on market trends and competitive offerings.
Collaborate with the marketing department to develop compelling promotional materials, update website content, and execute digital campaigns aimed at attracting new tournament business.
Participate in industry networking events, trade shows, and local chamber of commerce meetings to promote the club as a premier tournament destination.

Required Skills & Competencies

Hard Skills (Technical)

Event Management Software Proficiency: Hands-on experience with platforms like Golf Genius, Caterease, Tripleseat, or similar event management systems.
Microsoft Office Suite Expertise: Strong command of Word, Excel, and PowerPoint for creating professional proposals, detailed budgets, and client presentations.
Golf Operations Knowledge: A solid understanding of golf tournament formats (e.g., Scramble, Best Ball), rules, handicapping, and scoring procedures.
CRM Software: Experience using Customer Relationship Management (CRM) tools like Salesforce or HubSpot for lead tracking, pipeline management, and client communication.
F&B Acumen: Basic understanding of food and beverage operations, menu planning, and banquet service standards.
Contract & BEO Management: Ability to draft, interpret, and manage detailed event contracts and Banquet Event Orders (BEOs).

Soft Skills

Exceptional Organizational & Time-Management Skills: The proven ability to juggle multiple complex events and competing deadlines simultaneously without letting critical details slip through the cracks.
Superior Interpersonal & Communication Skills: The ability to communicate in a professional, articulate, and friendly manner, both written and verbally, with a diverse range of clients, guests, and internal team members.
Customer-Centric Mindset: A genuine and demonstrable passion for delivering outstanding service, anticipating client needs, and creating memorable, positive experiences.
Grace Under Pressure & Problem-Solving: The capacity to think on your feet and calmly manage unexpected challenges, last-minute changes, and high-pressure situations in a fast-paced event environment.
Sales & Negotiation Acumen: Confidence in presenting the value proposition of the club, overcoming objections, closing deals, and negotiating terms that are favorable for both the client and the organization.
Collaborative Team Player: The ability to work cohesively and respectfully with other departments, including Golf Operations, Food & Beverage, and Maintenance, to achieve a common goal.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent GED.

Preferred Education:

Bachelor’s Degree.

Relevant Fields of Study:

Hospitality Management
Sports Management
Business Administration or Marketing
Event Management

Experience Requirements

Typical Experience Range:

2-5 years of progressive experience in event coordination, hospitality sales, or a golf-related operational role.

Preferred:

Direct, hands-on experience planning and executing a wide range of golf tournaments in a private club, semi-private, or high-end resort setting. A background that includes both sales and operational execution is highly desirable.