Private Events Coordinator

Our organization is seeking an outgoing, motivated Private Event Coordinator to fill our venue calendar. In this role, your primary tasks will involve connecting with potential clients and negotiating their contracts. You will also complete paperwork for the booking that outlines their needs as well as our needs, so we are looking for someone who is comfortable with vendor management and event planning.

Duties and Responsibilities

• Manage and fill our events calendar
• Build and maintain customer relationships
• Serve as our primary point of contact for all private events
• Maintain and update BEO paperwork for each booking
• Collaborate with our kitchen manager on menu requests
• Collaborate with our General Manager/ bar manager on bar menu requests and packages
• Meet with potential clients for tours and coordination meetings
• Create and manage proposals, payment plans, and contracts for each potential and current client
• Work with clients from initial inquiry to event execution
• Connect with 3rd party vendors for each events, schedule as needed, and handoff to operations manager with notes
• Handle all Load in and Load out with 3rd party vendors
• Develop marketing and promotional materials to increase private event revenue
• Develop promotions or specialty packages to entice new customers and maintain event revenue during winter and fall season. Develop holiday packages to boost private event revenue during holiday season
• Communicate with operational lead, kitchen manager, and general manager with details for each event- weekly meetings mandatory, send event details minimum two weeks prior to event
• Create floor plans for each event
• Be fully trained on Tripleseat, Eventective, Wedding Wire, and Third party event lead generating websites

Requirements and Qualifications

• Event planning experience preferred
• Sales experience preferred
• Organizational and communication skills
• Leadership and management skills
• Private Event Coordinator should be present at the venue for any event that is over $10,000 in total spend or upon the request of the Manager of the venue.
• Confirm linen pickup every Monday, collect linens and set the linens downstairs every Tuesday
• Ensure layouts get set up for each event

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Schedule:

• Day shift
• Evening shift
• Nights as needed
• Night shift
• Weekends as needed

Experience:

• Events management: 1 year (Required)
• Customer service: 1 year (Required)

Ability to Commute:

• Richmond, VA 23219 (Required)

Work Location: In person

Salary : $40,000 - $50,000