Party Coordinator

PARTY COORDINATOR - (Birthday-Focused)

Urban Air Adventure Park - Southcenter (Tukwila, WA)

JOB SUMMARY

The Party & Events Coordinator owns the end-to-end success of Urban Air's birthday party business. This role drives birthday party sales, converts inquiries into bookings, manages guest communication, coordinates day-of execution, and leads Party Hosts to deliver consistently excellent experiences.

The Party & Events Coordinator is the operational and revenue owner of the birthday department, responsible for ensuring strong conversion, accurate scheduling, smooth execution, high guest satisfaction, and growing birthday party revenue. Based on business needs and demonstrated performance, this role may expand over time to include coordination of additional group events or park buyouts.

CORE RESPONSIBILITIES

Birthday Party Sales & Booking

* Serve as primary point of contact for inquiries via phone, email, web leads, and in-person

* Convert inquiries into booked parties through professional sales conversations

* Clearly explain packages, pricing, policies, and experience flow

* Upsell party packages, add-ons, food, merchandise, and experiences

* Confirm party details, special requests, waivers, and payments

* Maintain accurate bookings and guest notes in the party management system

Guest Communication & Pre-Event Planning

* Conduct weekly confirmation and upsell calls with upcoming party guests

* Send confirmation emails and scripts outlining arrival times, expectations, and inclusions

* Proactively resolve guest questions or changes prior to event day

* Respond to party feedback and follow up as needed

Day-of Party Execution

* Print and review daily party invoices and reports

* Create café party boards and review food & beverage needs

* Inspect party rooms and tables to ensure they are clean, set, and guest-ready

* Coordinate closely with Café team to ensure food is prepared and delivered on time

* Manage party flow and timelines throughout the day

* Check in with party parent/host during the event

* Manage party checkout, including add-ons, approved discounts, and final payment

* Inspect party rooms after completion and confirm reset for next day

* Actively walk the floor observing parties and addressing needs in real time

Party Host Team Leadership

* Train, coach, and support Party Hosts

* Ensure hosts follow party scripts and service standards

* Provide staffing notes and feedback to support scheduling

* Ensure adequate coverage for upcoming parties and peak periods

Inventory, Coordination & Admin

* Conduct weekly inventory of party supplies

* Place weekly orders for party supplies

* Review café product needs weekly with Café Manager and/or GM

* Keep party management and scheduling systems accurate and current

* Submit tip reports and ensure parties are properly closed

Reporting & Business Ownership

* Review party transactions to ensure all events are closed out

* Review party revenue and performance trends monthly

* Review booking loss and cancellation reports

* Identify opportunities to improve conversion, average check, and guest experience

* Collaborate with GM and leadership team on growth opportunities

Birthday-Focused Community Awareness

* Support local awareness and relationship-building efforts that drive birthday party inquiries and bookings (e.g., schools, youth organizations, sports leagues, community groups)

Future-State Expansion (Conditional)

* Based on business needs and demonstrated performance, this role may expand to include coordination of additional group events (e.g., private park rentals, school groups, theme nights, or community buyouts)

SUCCESS IN THIS ROLE LOOKS LIKE

* Strong inquiry-to-booking conversion

* High confirmation and show rates

* Minimal day-of surprises

* Well-trained, reliable Party Host team

* Clean, well-stocked, guest-ready party rooms

* Strong add-on attachment and average check

* Consistently high party guest satisfaction

* Growing birthday party revenue

SUCCESS PROFILE

* Highly organized, proactive, and detail-oriented

* Confident, professional communicator (verbal and written)

* Comfortable with sales, closing, and discussing value with guests

* Calm and effective in fast-paced, live-event…