Event Coordinator

Position: Event Coordinator

Overview: The Event Coordinator is responsible for planning, coordinating, and executing events hosted at the venue. This role requires strong organizational, communication, and customer service skills to ensure that all inquiries are promptly responded to, outreach is made to procure new events, promote the venue to surrounding businesses, ensuring that all booked events run smoothly (through advance coordination, and being onsite during the event to coordinate with the host), and to drive revenue for the business. The Event Coordinator serves as the main point of contact for guests seeking to host events, and will work closely with the restaurant’s management, kitchen, and front-of-house teams to deliver a seamless experience for guests. This role requires a hands-on approach, a passion for hospitality, and a drive to create memorable guest experiences.

Key Responsibilities:

1. Client Relations & Sales
   • Promptly respond to all inquiries, and provide information on available event packages, menus, venue capabilities, and availability.
   • Schedule and conduct client consultations to understand event needs, preferences, and budget.
   • Walk clients through the venue to show the space, and areas available for the event, tailored to the specific experience being requested.
   • Create custom proposals and negotiate basic contracts with clients.
   • Upsell additional services, such as premium menu items, beverages, gaming, or entertainment options.
2. Event Planning & Coordination
   • Plan event details, including menu selection, table layouts, décor, music, gaming packages, and entertainment.
   • Coordinate logistics for private dining, corporate events, birthdays, anniversaries, and special celebrations.
   • Schedule and manage event timelines, ensuring all departments are informed and prepared.
   • Work with the kitchen and bar teams to guarantee timely and accurate food and beverage preparation.
3. On-Site Event Management
   • Be present, and acting as the main point of contact for clients during events, ensuring all requests are addressed promptly.
   • Oversee setup and breakdown of event spaces, and ensuring all client specifications are met.
   • Ensure guest satisfaction during the event, managing any issues or last-minute changes.
   • Direct front-of-house and service staff during the event to ensure smooth operations.
4. Administrative Tasks & Reporting
   • Maintain accurate records of event bookings, deposits, payments, client preferences, and final reconciliations.
   • Create event recaps and reports to ownership and management, in order to review successes, challenges, and opportunities for improvement.
   • Track event expenses to ensure profitability and submit post-event financial summaries to ownership and management.
5. Marketing & Promotion
   • Visit local area business to promote the venue in-person.
   • Collaborate with ownership, management, and the marketing team to prepare promotions and event packages via social media, email campaigns, and local outreach.
   • Assist with community engagement initiatives to attract corporate clients and social groups.
   • Represent the restaurant at trade shows, wedding expos, and other promotional events.

Job Requirements & Skills: The ideal candidate will have 3 years in event planning, hospitality, or a related role, with the following skills:

• Outgoing personality with motivation to meet with, and discuss the venue, with strangers.
• Strong organizational skills
• Strong interpersonal and communication skills.
• Ability to multi-task, and manage multiple events simultaneously.
• Detail-oriented with strong customer service and hospitality skills.
• Ability to trouble-shoot and solve problems in fast-paced environments.
• Team player who can work well with other members of the staff, management, and ownership.
• Strong skills with use of Microsoft Office, including without limitation, Microsoft Outlook, Excel, and Word.