The Event Coordinator for the Catering and Events Department requires someone who is organized with sharp attention to detail. This is an excellent learning opportunity for the right person who is enthusiastic, possess a can-do attitude, and is interested in event sales and operations. This position works closely with the Director of Catering and Events, Event Sales Managers and Event Operational Managers. This position is both administrative and operational, ensuring a flow of information between the clients, Events Team, and internal departments for two Hotels – Soho Grand and The Roxy.

ROLE RESPONSIBILITIES

Assist Director of Catering and Events (DOCE), Event Sales and Event Managers daily, providing administrative support to the team

Daily correspondence to include, but not limited to emails, phone calls, client interactions

Office administrative duties to include date entry, emails, answering calls, checking messages, distribution of event materials, reporting, etc.

Manage staff availability for weekly Event Team schedule

Responsible for creating blocks in Tripleseat

Handling internal bookings from the beginning to end under DOCE supervision

Responsible for the Event Turnover process at both properties – Soho Grand Hotel and The Roxy Hotel once contracts are signed

Create Banquet Event Order (BEO) inclusive of – menu items/timing/notes provided and confirmed by Event Managers

Prepare and distribute BEO packets and event calendars weekly for Soho Grand and The Roxy Hotel

Send revised BEOs to the team as the clients confirm/change details, especially last-minute

Attend weekly BEO meetings, noting all items to follow up

Send site visit alerts on behalf of the Event Sales Team

Prepare venue for site visits

Assist with basic client needs the day of an event (i.e., deliveries, greeting, etc.)

Order and/or arrange special items for events, as needed

Maintain supplies

Create event folders, directional signage, personalized menu cards, food labels

Monitor and compile clients’

Maintain photos of event spaces, food, set up and upkeep event look books

Compile and send receipts / a final folio to the clients as requested

Assist with editing and updating menus at both properties

Assist with creative requests, marketing, promotional materials

Assist with competitive research of menus and venues

Manage petty cash

Submit check requests as needed

Perform other duties and requested by DOCE, Event Sales and Event Managers

QUALIFICATIONS

o Previous experience in an administrative, special events or hospitality role preferred

o Experience with Tripleseat and All Seated a plus

ABILITY TO

o Remain highly organized with a keen eye for detail

o Multi-task and prioritize responsibilities, work under pressure in fast-paced environment, and interact with a wide range of people, ability to follow deadlines

o Exhibit strong administrative skills such as telephone etiquette, email compositions, appointment scheduling, and accountability for numeric calculations are paramount

o Showcase working knowledge of the events and hospitality industry

o Communicate and understand the predominant language(s) of customers and staff

o Define problems, collect data, and draw valid conclusions

o Highly proficient in MS Office (Word, Excel, Power Point)

o Always provide and maintain the highest service standards

o Be a proactive and enthusiastic team player

WORK ENVIRONMENT

o Event Offices, Event Venues, Food & Beverage outlets, and Kitchen areas

o Standing/Sitting for prolonged periods of time

o Under variable temperature conditions

o Under variable noise levels

o Around chemicals ? does this need to stay?

o Lifting certain number of pounds? In Events we do carry boxes and move various items for clients