Job Description

Special Events Coordinator

Promote, price, plan, coordinate and supervise the execution of all special party, banquet, and event functions. Ensure that customer requirements and specs are adhered to and that functions run smoothly, efficiently and profitably.

Duties & Responsibilities:

• Solicit and promote special event business through advertising, cold-calling, contacting past customers, relationships with local businesses and other cost-effective activities.
• Negotiate final pricing, prepare contracts and secure customer signatures.
• Collect deposits as required before the event.
• Document final arrangements with clients on function sheet. Obtain all specifications and pertinent information concerning the event, including but not limited to, number attending, schedule of events and menu.
• Regularly review upcoming events forms and have thorough understanding of all requirements on upcoming scheduled events.
• Prepare all required paperwork, including forms, reports and schedules in an organized and timely manner.
• Provide special events staff with a copy of each function sheet to gain a thorough understanding of event specifications prior to the function.
• Requisition or obtain equipment and supplies needed for each event, ensuring that they meet customer expectations and requirements.
• Inspect event room prior to the start of each function check room setup, menu, service staff, etc. conforms to event form.
• Greet customers prior to the start of each function and be present throughout the event to assist where needed.
• Periodically check with customer to ensure satisfaction and respond to any requests.
• Continually observe, direct and assist staff where necessary during the entire event. Ensure that all the details as per the event form are performed.
• Prepare and complete an accurate bill to the customer at the completion of the function and collect final payment. If another payment arrangement has been made, have the terms noted on the bill.
• Direct and supervise breakdown and cleanup after the event. Account for all equipment and supplies. Return event items to storage areas. Return or arrange for return of rented materials.

Benefits

Medical, dental, & vision coverage available.

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