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
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