Event Coordinator, Creative Arts​/Media

Responsibilities / Tasks

• Attend to clients from sale to the end of the event
• Detail out each event with a BEO

• Ensures clients are well attended to and satisfaction ratings are high.
• Develops and maintains operational processes and procedures.
• Approve and cultivate relationships with vendors and suppliers.
• I nvestigate and resolve client concerns.
• Oversees all health and safety regulations.
• Attend staff and marketing meetings and report on results for bookings, pending events, and any upcoming needs.
• Create and Implement Events/Weddings SOPs
• Walk through venues to ensure they are cleaned and prepared for service
• Oversee Events/Wedding Coordinators and Coordinator Assistants
• Report supplies/linen orders as needed
• Creates weekly staff schedules
• Create and conduct performance reviews for coordinators, assistants, and staff.

• Review and follow up with previous corporations and clients from Caterease.
• Cold call businesses in the area.
• Create a process for tracking prospects and keeping current.
• Collaborate with Marketing and PR to maintain an active social media presence.
• Work with the Events Manager to produce promotional events.

• Work with Events Sales Manager to develop event offerings and pricing
• Create a pricing mechanism for parties

• Set up and Conduct Venue tours with potential clients.
• Follow up with inquiries, date holds, contracts, and tours promptly.
• Meet with clients to determine event needs.
• Creates event contracts and ensures the. Details are correct and followed.
• Collaborate with the Events Sales Manager and ensure client invoicing is correct and current.

• Contacts client and makes the introduction.
• Meets and reviews with client event vision and brainstorm options.
• Enters new client’s information into Caterease.
• Nurtures client’s trust through swift follow-up.
• Keeps client informed of status/deadlines throughout planning and the event day.
• Follows up with clients after the Event.
• Can explain & address questions on all client agreements.

• Details out each event’s timeline.
• Completes Banquet Event Order and reviews with Chef.
• A shares vendor list with the client and follows up with chosen vendors.
• Schedules and attends client tasting meetings.
• Review orders of necessary event supplies with the Events Sales Manager
• Keeps events/wedding data and records current.
• Monitors the event/wedding budget, processes payments, and sends out payment reminders.
• Attends Wednesday morning leadership team meetings and reports on results for booking and pending events.

• Communicates frequently with clients, vendors, and internal staff for event duration.
• Schedules, organizes, and executes event/wedding rehearsals.
• Conducts Jumpstart/BEO meetings at the beginning of every shift
• Manages event setup.
• Ensures food and beverage service is delivered as ordered.
• Keeps event spaces clean and tidy.
• Attends to clients during events to ensure client satisfaction.
• Solves issues as they occur with attention to client satisfaction.
• Enters event/wedding into POS system and emails details to accounting.

• Participates in strategic and operational processes of Investa Management.
• Maintains confidentiality of proprietary Company information.
• Adheres to Company Core Values and follows the Company Code of Conduct.

• Motivated self-starter who naturally takes initiative
• Works with a sense of urgency
• Creative problem solver who thinks outside the box
• Is passionate about hospitality and customer service
• A logistics planner who is organized and attends to details with accuracy and focus
• Personable, flexible, and patient when dealing with clients and team
• Tenacious work ethic, high level of integrity, and sense of humor

• Experience working in a fast-paced, results-oriented team culture.
• Exercises good judgment and resourcefulness in resolving questions or issues presented by individuals or businesses involved with the Company.
• Excellent listening, written, and oral communication skills with proficiency in the English language.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Pr…