Venue Sales Event Coordinator

Proof of the Pudding is an award-winning catering company headquartered in Atlanta, GA with a commitment to creating quality culinary innovations. Recently, we’ve partnered with three pristine venues, perfect for corporate events and social gatherings, they’re expected to host Atlanta's movers and shakers with culinary innovation, elevated hospitality and service, and an outlook that will inspire big ideas!

Proof is seeking a highly organized and motivated Venue Sales Event Coordinator to join our team. The Venue Sales Event Coordinator will play a pivotal role in ensuring the seamless execution of events hosted across our three new venues. This position combines client-facing responsibilities with behind-the-scenes coordination to deliver exceptional event experiences. You will serve as the main point of contact for clients and internal teams, managing the logistical and operational details of events from booking to completion.

Essential Duties And Responsibilities

• Perform administrative duties, including assisting with client phone calls and inquiries, calendar management, maintaining event files, processing invoices, and updating event BEOs. Assist with maintaining the venue’s booking calendar and availability.
• Assist with customized proposals based on client needs and requirements. Assist with client follow up of prospective clients to close more bookings. Prepare invoices, collect deposits, and ensure timely payment processing.
• Serve as main point of contact for booked clients, providing guidance and support throughout the event planning process and on the day of the event. Complete all client revisions to event-related documents (BEOs, room layouts, etc.) Be proactive in offering creative ideas and solutions to enhance the client experience.
• Conduct final walkthroughs with booked clients and vendors. Ensure all event details, including room layouts, event timelines, AV requirements, vendor lists, load-in/load-out logistics, coordinate any additional vendor contracts (linens, rentals, etc.), final bar/beverage services, and catering, are accurately communicated and executed.
• Manage vendor relationships and coordinate the timely delivery of goods and services. Ensure compliance with venue policies, safety regulations, and client agreements. Communicate concerns with operations team to ensure the venues maintains clean, safe, and welcoming environments for all events.
• Develop and maintain strong client relationships to generate repeat business and positive referrals. Address client inquiries, concerns, and feedback with professionalism and efficiency to ensure high levels of customer satisfaction.
• Coordinate event setup, breakdown, and vendor logistics in collaboration with the venue operations team. Attend weekly BEO meetings to share event updates and confirm event details.
• Assist Multimedia Marketing team by managing ongoing promotion of venues through social media channels including assisting with post creation and post calendar management.
• Participate in trade shows, community events, and industry networking events to assist with increased visibility and generated leads.
• Performs other related duties as assigned.
  
  

Qualifications

• Associate’s or Bachelor’s degree in Hospitality Management, Event Planning, Business Administration, or a related field.
• Minimum of 2 years of experience in event coordination, preferably in a venues or hospitality environment or 2 years of experience in event sales or event operations.
  
  

Preferred Skills

• Experience in venue sales and event coordination.
• Familiarity with catering, audiovisual equipment, event layout, and event design.
• Knowledge of event management software and tools (Caterease, Prismm/AllSeated, etc.)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM management.
• Excellent communication and interpersonal skills.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Ability to work flexible hours, including weekends and evenings, as events dictate.
• Detail-oriented with strong problem-solving skills.
• Positive attitude, self-motivated, and team-oriented.
  
  

Core Value And Competency Requirements

• Business Acumen - Demonstrate comprehension of the job, including policies, practices, and relationships. Possess the expertise and skill levels required of the job and perform with quality.
• Dedication - Dependable, reliable and follows through on projects from inception to completion. Willing to put in as much time as necessary to complete tasks. Demonstrate a win-win attitude: “see it, own it, solve it.”
• Ethics and Integrity - Acts with integrity, honesty and knowledge that promote the company’s culture, values and beliefs while maintaining the highest standards of professional conduct.
• Safety & Security - Observe safety and security standards. Use equipment and materials properly. Comply with safety standards and personal protective equipment requirements. Report potential unsafe conditions or practices to appropriate person immediately. Promote restaurant safety, cleanliness and security compliance at all times.
• Teamwork - Cooperate and be willing to work as a team player to achieve goals and tasks accurately, efficiently and timely.
• Communication - Communicate clearly and effectively with mutual respect, understanding and trust to fellow associates, managers, supervisors and guests. Listen carefully to opinions and views of others; state understanding of what has been heard.
• Initiative - Contribute new ideas and suggestions to enhance productivity and efficiency. Be proactive in troubleshooting problems or issues and take action to mitigate potential problems.
• Adaptability & Planning - Possess the ability to learn new tasks and adjusts well to new situations. Perform well under tight time schedules and pressures to change direction quickly.
• Service Orientation - Demonstrates a sense of urgency. Is welcoming, friendly and smiles when visible to guests.
  
  

Work Environment

This position breakdown will range between in-office work and event attendance based on the venue event schedule. Work duties could be indoors, in temporary structures, and outdoors.

Physical Demands

• Prolonged periods of moving through an event space and traveling from venue to venue
• Bending, lifting, scooping, and carrying miscellaneous equipment and food items
• At times there will be prolonged times of sitting and computer usage.
• Ability to perform physical tasks; such as but not limited to, lifting approx. 25 lbs.
• Additional benefits include daily meals onsite and ample opportunities for career advancement.
  
  

Compensation

• Competitive salary based on experience.
• Commission based on sales.
• Paid time off and holiday pay.
• Proof is pleased to provide all full-time eligible employees with Basic Life and AD&D as well as long term disability at no cost to employees
• Full-time eligible employees may choose to enroll in optional benefits, including Medical, Dental, Vision, and Voluntary Life and AD&D, Short Term Disability, Voluntary Accident, Voluntary Critical Illness, and Voluntary Hospitality Indemnity
• Opportunity for career growth within the department and organization.
  
  

Proof of the Pudding and its affiliates are an Equal Opportunity Employer committed to inclusion and employing a diverse workforce. All applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, disability, or other legally protected characteristics.