Event Coordinator Position

Job Overview

The Event Coordinator position is essential in creating effective, cost-efficient and most importantly, memorable events. Essential duties and responsibilities include the following. Other duties may be assigned as needed. Responsible for evaluating and negotiating with potential vendors and clients, responding to leads, drafting contracts, managing communications with guests and above all, be comfortable in a leadership role that demands a creative, business driven mindset that builds lasting relationships with vendors and guests. The coordinator is responsible for overseeing, planning and executing every aspect of an event to fulfill the client’s vision and provide maximum profitability for the company. The coordinator is responsible for overseeing the catering staff, vehicle fleet, event sales and execution.

Experience

3 years experience in Event Coordinating, Event Sales or similar field experience.
Must have a flexible schedule and the ability to work evenings, weekends and/or holidays based on business demands.
A working knowledge of the practices and procedures in event sales.
Excellent customer service skills.
Friendly demeanor and positive attitude. Ability to create and work with a motivated, efficient staff.
Ability to effectively communicate details and requirements of the event to other departments, clients and staff. Strong organizational skills and accurate work practices.
Ability to work in a designated office space.

Duties & Responsibilities

Maintain the highest quality and consistent customer service.

Coordinate and events from beginning to end. Attend off-site tours and meetings, organize menu tastings, finalize proposals and contracts, collect final payments, oversee event execution and manage event staff.

Be on time for all meetings, phone calls and tours. Tardiness will not be tolerated.

Takes event inquiries and creates profitable event proposals. Must be able to use Microsoft Office and event planning applications proficiently.

Responds to all leads punctually and professionally. Actively strives to obtain new clients, participates in cold calls and attends networking events to build clientelle.

Assists in event set-up, cleaning and distributing of food and beverage when needed. Oversees and directs catering set up and supervises event’s progress.

Communicate all details with clients, staff and vendors to exceed event expectations.

Manage fleet of vans and schedules routine maintenance. Keeps all company vehicles to the same standard of cleanliness.

Works with other managers to coordinate staff scheduling. Coaches and trains staff to execute events to standard.

Places supply orders based on business needs. Ensures staff has necessary equipment and supplies to effectively execute events. Maintains inventory.

Must have a thorough understanding of the sales process and strive to exceed financial goals.

Responds proactively to customer complaints. Maintains professionalism and is friendly and approachable towards guests and staff.

Must be familiar with all menu items noting allergies and dietary restrictions.

Must be meticulous and detailed. Complete all other duties as assigned.
 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: Professional sales experience or education is required. 3 years related experience preferred.

Language: Ability to effectively present information and respond to questions from clients, vendors and co- workers in a timely manner. Must be able to lead and direct a team.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The event coordinator works out of The Homestead Collective, located at 9633 Prominent Point. An office space is provided. The noise level in the work environment is usually moderately loud.

Physical demands: The physical demands described here are representative of those that must be met an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must regularly lift and/or move 50 pounds or more. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus. While performing duties of this job, the employee is regularly required to stand, use their hands to finger, handle or feel, reach with hands and arms and talk or hear. For catering, must be able to operate catering vehicle and obey all traffic laws and safety practices.

Hours and Availability

This is a Full Time position, requiring open availability. 40-55+ hours/week during heavy event season. The event coordinator is expected to be on-site to oversee events including those in the evenings or on weekends. Weekly schedules will change based on events.

Attire

Attire – Business Attire During Events | Business Casual During Office Work and Meetings

Benefits and Pay

Benefits are offered to all Full Time employees after 60 days of employment, including medical, dental, vision and a free life insurance policy.

This position starts at $25-$26/hr, based on experience. In addition to the hourly rate, the event coordinator will receive commission food and beverage sales of events booked by the coordinator.