Events Coordinator

Events Coordinator

Department: Sales and Events

Reports To: Director of Culinary Operations & Swan Ownership

Position Overview

The Events Coordinator is responsible for planning, organizing, and executing events for our restaurant group, including private dining experiences, corporate functions, weddings, and other special occasions. This role ensures seamless coordination between clients, restaurant teams, and vendors to deliver exceptional guest experiences while achieving revenue goals.

Key Responsibilities

Event Planning and Coordination

- Collaborate with clients to understand event objectives, preferences, and requirements.

- Develop customized event proposals, including menus, timelines, and pricing.

- Coordinate with chefs and restaurant managers to plan menus and ensure operational feasibility.

- Source and manage third-party vendors for rentals, decorations, and entertainment.

Client Relations

- Serve as the primary point of contact for clients from initial inquiry through post-event follow-up.

- Conduct site visits and consultations with potential clients.

- Address client concerns promptly and professionally to ensure satisfaction.

Logistics Management

- Create detailed event timelines and distribute them to all relevant teams.

- Oversee setup, execution, and breakdown of events to ensure smooth operations.

Financial Accountability

- Prepare detailed event budgets and track costs to ensure profitability.

- Assist in meeting revenue targets by promoting event packages and upselling services.

- Generate invoices, process payments, and manage financial documentation.

Marketing and Sales

- Collaborate with the marketing team to promote event services through social media, email campaigns, and print materials.

- Develop partnerships with local businesses and event planners to increase bookings.

- Attend networking events and industry conferences to build relationships and drive business.

Qualifications

Education and Experience

- Bachelor’s degree in Hospitality Management, Event Planning, or a related field preferred.

- Minimum of 2-3 years of experience in event planning or hospitality management.

- Experience in food and beverage operations is a strong plus.

Skills and Abilities

- Exceptional organizational and time management skills.

- Strong interpersonal and communication skills, both written and verbal.

- Ability to multitask and adapt to changing priorities in a fast-paced environment.

- Proficiency in event management software, Microsoft Office, and CRM tools.

- Knowledge of food and beverage trends, dietary accommodations, and health regulations.

Key Competencies

- Customer-centric mindset with a focus on delivering memorable experiences.

- Attention to detail and a proactive problem-solving approach.

- Ability to work collaboratively with cross-functional teams.

- Sales-driven with the ability to meet or exceed revenue goals.

Work Environment and Schedule

- Primarily based in-office or at restaurant locations, with occasional travel for offsite events.

- Flexible schedule required, including evenings, weekends, and holidays based on event demands.

Compensation

- Competitive salary based on experience.