Special Events Coordinator/Birthday Party Director

Job Title: Birthday Party and Events Coordinator
Location: Top Corner Sports, Bridgewater NJ (Indoor Sports Complex)
Reports to: Event Manager / Facility Director

Job Overview:
The Birthday Party and Events Coordinator will be responsible for planning, organizing, and executing birthday parties and various events held at the indoor sports complex. This includes coordinating all event details from initial inquiry to post-event follow-up, ensuring that each event is memorable and runs smoothly. The coordinator will also serve as the main point of contact for clients, providing exceptional customer service and ensuring their needs are met.

Key Responsibilities:

• Event Planning & Coordination:
• Work with clients to plan birthday parties, corporate events, sports tournaments, and other special events.
• Customize event packages based on client needs, ensuring that all elements (e.g., food, games, decorations, entertainment, etc.) are included and tailored to the event type.
• Manage event schedules, coordinating with other departments (e.g., sports instructors, catering, cleaning crew) to ensure all aspects of the event are executed seamlessly.
• Customer Service & Communication:
• Serve as the primary point of contact for event inquiries, providing information about event packages, pricing, and available options.
• Offer guidance to clients regarding event themes, activities, and set-up to create the perfect event experience.
• Provide clear communication before, during, and after the event to ensure client satisfaction.
• Event Execution:
• Oversee event setup and teardown, ensuring all logistics are handled and the venue is ready for the scheduled events.
• Supervise event staff, including hosts, coaches, and catering teams, to ensure tasks are completed efficiently.
• Manage guest lists, handle special requests, and troubleshoot any issues that arise during the event.
• Marketing & Promotion:
• Assist in promoting birthday parties and events through various channels, including social media, newsletters, and flyers.
• Create promotional materials or packages for upcoming events, ensuring they align with the sports complex’s branding.
• Stay informed about industry trends to offer innovative ideas and experiences for events.
• Administrative Tasks:
• Manage event contracts, payments, and invoicing.
• Track event bookings and maintain accurate records of past and upcoming events.
• Prepare post-event surveys to gather client feedback and implement improvements.
• Budgeting and Cost Management:
• Monitor the budget for each event, ensuring that expenses remain within the allocated limits while delivering a high-quality experience.
• Negotiate with vendors for the best pricing on supplies, catering, and entertainment options.

Qualifications:

• High school diploma or equivalent; bachelor’s degree in event management, hospitality, or a related field is preferred.
• Previous experience in event planning or coordination, preferably in a sports or recreational setting.
• Strong organizational skills with the ability to manage multiple events simultaneously.
• Excellent communication and interpersonal skills to work effectively with clients, vendors, and team members.
• Ability to think creatively and solve problems quickly.
• Knowledge of sports and recreational activities is a plus.
• Ability to work evenings, weekends, and holidays as needed.

Physical Requirements:

• Ability to lift and move event supplies (up to 25 lbs).
• Ability to stand or walk for extended periods during events.

Job Type: Part-time

Pay: $20.00 - $30.00 per hour

Expected hours: 20 per week

Schedule:

• Evenings as needed
• Weekends as needed
• Weekends only

Work Location: In person

Salary : $20 - $30