The Position:
Job Description Summary:
The Event Coordinator is an integral member of our Sales team and will work on various projects and assist with client events for all brands. This position reports to the Director of Sales and the assigned Event Consultant(s) who design, sell, and produce catering and special events. This is an excellent learning opportunity for someone who wishes to pursue a career in catering and special events or for someone who is a firm administrator who wishes to contribute to a creative work environment.
JOB DUTIES
Key Accountabilities
Catering event management and administrative tasks directly related to the support of assigned Catering Sales and Event Consultant(s) and the Director of Sales, Product Director, and Office/Marketing Manager. Tasks may include:
- Business development.
- Event proposal and contract generation.
- Successful communication liaison between the event consultant and the SBR operations and culinary teams for all event detail.
Duty Statements
Event Coordinator Duties and Responsibilities (Catering and Event sales Consultant support):
- Supports SBR's DSP Program and is the primary facilitator of order entry for DSP events.
- Conducts research to find unique products and services that may be needed for special events.
- Assists in developing menus, client proposals, and creative concepts for special events.
- Work with subcontractors to obtain quotations, communicate status, place orders, and reconcile vendor costs and retail prices.
- Assists in preparing and managing event-related proposals and contracts that offer solutions to clients' needs.
- Creates BEOs, purchase orders, production schedules, timelines, floorplans, run of the show, related documentation such as waivers, tasting photos, COI, venue information, and more and ensures that all information is linked to events
- Assists clients by facilitating communication, providing information, and servicing their needs in conjunction with the Event Sales Consultant
- Acts as the communication liaison between event consultants, clients, culinary, operations & production teams to professionally execute each event.
- Attends, participates in, and takes notes at internal and external operations, sales, and client meetings, which is necessary for coordinating events and understanding client and consultant expectations.
- Occasionally participates in event production on-site, assisting with the physical setup of décor, food and beverage, and production details, including interacting with clients, vendors, venue, and event staff.
- Pursues sales opportunities with potential accounts and venues and completes projects as assigned by their assigned Event Consultant by providing information, ideas, and quotations, and helping confirm the business.
Performance Standards
The Event Coordinator's activities are expected to be carried out without direct supervision.
- Must be able to multi-task and support multiple requests
- The ability to work well with internal and external participants is essential
- Must communicate clearly and effectively with staff, managers, and clients
- Must be proficient in the use of technology
- Must be detail-oriented and highly organized