Events Coordinator

Job Description

Job Description

Event Coordinator

The Event Coordinator is responsible for proactive and reactive sales for their primary work location. These efforts include all sales activities related to private dining events, from responding to leads in a timely manner, to contract execution and day of coordination. This individual will work closely with the Events Manager and Events team (Kitchen, FOH Management & Server(s)) who will be responsible for the execution of events and ensure that we exceed the expectations of our clients. The Event Coordinator is fully accountable for events and should be able to manage all aspects of events independently of the on location Management Team. This individual will work closely with event managers to ensure that all events are covered during times when any individual needs time away from work.

Duties & Responsibilities :

Leads and manages sales and events at their primary work location

Includes development, planning, and selling of private event spaces

Models and demonstrates leadership that creates the appropriate culture and character of the establishment through his / her own personal and professional conduct

Respond to all inquiries within 24 hours, or ensures that adequate coverage is in place for another individual to respond

Create bookings for all events in Triple Seat with appropriate financial information

Proactively handle any arising issues and troubleshoot any emerging problems on the event day

Responsible for effective contract management

Help execute Events, Afternoon Teas, or Full Buyouts

Keep all event orders up to date in the necessary locations

Read and analyze event orders in order to gather guest information, determine proper set up, timeline, specific guest needs, etc.

Communicate with chef in a timely manner for any special menu requests

Conduct a walkthrough before the client arrives

Maintain contact throughout the event to ensure the guests’ needs are met

Update management team, FOH and BOH of any updated event orders

Create and complete custom menus or signage for events

Use of event booking systems and restaurant software

Send follow up emails to clients at least 48 hours after event occurred

Maintain strong relationships with clients to promote repeat events at The Cake Bake Shop’s venues

Be present for as many events as possible while maintaining balance and ensuring that administrative tasks are completed in a timely manner

Answer event calls while speaking with guests using clear and professional language

Check voicemails every work day

Ensure that all guests feel appreciated, feel welcome, and are given responsive, friendly, courteous and consistently positive service at all times

Requirements :

Prefer 1 year of event management and 1 year of food and beverage related work experience

Availability to work days / nights, weekends, and holidays as needed

Strong sales and negotiating abilities

Excellent oral and written communication skills

Bachelor’s degree in event planning or related field preferred

Must keep a professional appearance with impeccable hygiene

Point of Sale knowledge preferred

Cash handling experience

Excellent basic math skills

Have a professional personality with our clientele

Have incredible passion for The Cake Bake Shop

Creative self-starter with ability to work both independently and as a team player

Ability to problem solve, multi-task and assume new responsibilities as needed

Willingness to learn new skills

Present any challenge with a corresponding solution

Work a minimum of 25-30 hours per week including checking in on work calls and emails on days off if urgency arrives

Physical Demands / Working Environment :

Working environment is fast-paced

Must have stamina to work 25-35 hours per week

Must be able to lift or move up to 50lbs

Be able to work in a standing position for long periods of time

Perks :

Discounts on Retail, Desserts, and F&B

Paid Time Off

Flex Days

Sick Days

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Hospital Indemnity / Cancer Insurance

401K

Pay Rate : $17-$20 per hour plus Commission