The Event Coordinator for the Catering and Events Department requires someone who is organized with sharp attention to detail. This is an excellent learning opportunity for the right person who is enthusiastic, possess a can-do attitude, and is interested in event sales and operations. This position works closely with the Director of Catering and Events, Event Sales Managers and Event Operational Managers. This position is both administrative and operational, ensuring a flow of information between the clients, Events Team, and internal departments for two Hotels – Soho Grand and The Roxy.

 

• Assist Director of Catering and Events (DOCE), Event Sales and Event Managers daily, providing administrative support to the team
• Daily correspondence to include, but not limited to emails, phone calls, client interactions
• Office administrative duties to include date entry, emails, answering calls, checking messages, distribution of event materials, reporting, etc.
• Manage staff availability for weekly Event Team schedule
• Responsible for creating blocks in Tripleseat
• Handling internal bookings from the beginning to end under DOCE supervision
• Responsible for the Event Turnover process at both properties – Soho Grand Hotel and The Roxy Hotel once contracts are signed
• Create Banquet Event Order (BEO) inclusive of – menu items/timing/notes provided and confirmed by Event Managers
• Prepare and distribute BEO packets and event calendars weekly for Soho Grand and The Roxy Hotel
• Send revised BEOs to the team as the clients confirm/change details, especially last-minute
• Attend weekly BEO meetings, noting all items to follow up
• Send site visit alerts on behalf of the Event Sales Team
• Prepare venue for site visits
• Assist with basic client needs the day of an event (i.e., deliveries, greeting, etc.)
• Order and/or arrange special items for events, as needed
• Maintain supplies
• Create event folders, directional signage, personalized menu cards, food labels
• Monitor and compile clients’
• Maintain photos of event spaces, food, set up and upkeep event look books
• Compile and send receipts / a final folio to the clients as requested
• Assist with editing and updating menus at both properties
• Assist with creative requests, marketing, promotional materials
• Assist with competitive research of menus and venues
• Manage petty cash
• Submit check requests as needed
• Perform other duties and requested by DOCE, Event Sales and Event Managers

• Previous experience in an administrative, special events or hospitality role preferred
• Experience with Tripleseat and All Seated a plus
• Remain highly organized with a keen eye for detail
• Multi-task and prioritize responsibilities, work under pressure in fast-paced environment, and interact with a wide range of people, ability to follow deadlines
• Exhibit strong administrative skills such as telephone etiquette, email compositions, appointment scheduling, and accountability for numeric calculations are paramount
• Showcase working knowledge of the events and hospitality industry
• Communicate and understand the predominant language(s) of customers and staff
• Define problems, collect data, and draw valid conclusions
• Highly proficient in MS Office (Word, Excel, Power Point)
• Always provide and maintain the highest service standards
• Be a proactive and enthusiastic team player

• Previous experience in an administrative, special events or hospitality role preferred
• Experience with Tripleseat and All Seated a plus

ABILITY TO

• Remain highly organized with a keen eye for detail
• Multi-task and prioritize responsibilities, work under pressure in fast-paced environment, and interact with a wide range of people, ability to follow deadlines
• Exhibit strong administrative skills such as telephone etiquette, email compositions, appointment scheduling, and accountability for numeric calculations are paramount
• Showcase working knowledge of the events and hospitality industry
• Communicate and understand the predominant language(s) of customers and staff
• Define problems, collect data, and draw valid conclusions
• Highly proficient in MS Office (Word, Excel, Power Point)
• Always provide and maintain the highest service standards
• Be a proactive and enthusiastic team player

WORK ENVIRONMENT

• Event Offices, Event Venues, Food & Beverage outlets, and Kitchen areas
• Standing/Sitting for prolonged periods of time
• Under variable temperature conditions
• Under variable noise levels

Job Type: Full-time

Pay: $65,000.00 – $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person