Event Coordinator

The Event Coordinator plays a crucial role in the seamless coordination and execution of events from start to finish. This position requires overseeing all aspects of event planning and management, ensuring client satisfaction and successful event outcomes. From initial client meetings to final event execution, the Event Coordinator is responsible for various tasks, including venue tours, menu planning, vendor coordination, financial record-keeping, and on-site event supervision.

Job Responsibilities:

• Meeting with Clients: Schedule and conduct meetings with clients to understand their event requirements, preferences, and budgetary constraints.
• Facility Coordination: Coordinate tours of the event facilities, showcasing available options and discussing logistics.
• Menu Planning: Collaborate with the Executive Chef to create customized food menus that align with client preferences and dietary restrictions.
• Ongoing Communication: Maintain regular and effective communication with clients throughout the planning process, addressing inquiries, providing updates, and ensuring client satisfaction.
• Event Finalization: Meet with clients to review and finalize event details, including vendor selection, event schematics, and timing. Prepare comprehensive event schedules and seating arrangements in collaboration with the Maître D.
• Menu Preparation: Coordinate with the Executive Chef to develop detailed food menus for the event and work with the Bar Manager to create a bar menu that aligns with the overall theme and preferences.
• Financial Record-Keeping: Maintain accurate records of event finances in cooperation with the business office. This includes budget allocations, expense tracking, and invoice management.
• On-Site Event Supervision: Be physically present on the day of the event for a minimum of 45 minutes, ensuring smooth event operations and addressing any last-minute issues that may arise.

Job Requirements:

• Previous experience in event coordination or related roles, preferably in the catering or hospitality industry.
• Strong organizational and time management skills to handle multiple events concurrently, while adhering to schedules and deadlines.
• Excellent oral and written communication skills, including professional telephone etiquette, active listening, and effective client correspondence.
• Proficiency in computer skills, including event management software, communication tools, and social media platforms.
• Ability to multitask effectively and prioritize tasks based on importance and urgency.
• Negotiation skills to calculate pricing scenarios and reach mutually beneficial agreements with clients and management.
• Quick thinking and problem-solving abilities, maintaining composure and efficiency under pressure during event execution.

Qualifications:

• Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field.
• Preferred work experience in the Hospitality Industry or significant experience in event coordination or related roles.
• Proficient in using Microsoft Word, Excel, PowerPoint, email, and web searches.
• Strong computer literacy and the ability to adapt to event management software and other digital tools.

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Health savings account
• Paid time off

Schedule:

• Monday to Friday
• Weekend availability

Supplemental pay types:

• Commission pay

Ability to commute/relocate:

• Philadelphia, PA 19107: Reliably commute or planning to relocate before starting work (Required)

Experience:

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

Work Location: In person

Salary : $45,000 - $60,000