Event Coordinator

A rare opportunity to join the City Winery team as we reimagine the future of live music and hospitality. City Winery to deliver the highest end combined culinary and cultural experience to our customers who are passionate in sharing wine, music, and culinary arts. We are a unique facility, combining a fully functioning winery with intimate concerts, food & wine classes, private events in a variety of configurations, and fine dining. We have created a compelling mix for our sophisticated clientele of foodies, and active cultural patrons—bringing the wine country experience to the middle of a large city.

Position Summary
The Event Sales Coordinator supports the sales team in executing the important administrative functions that keep the venue functioning efficiently. They are responsible for supporting the sales team in a variety of ways including management of inbound calls and emails, assigning leads into rotation, event support and execution, virtual event support and completing administrative duties as outlined by the Director of Sales, keeping the office organized and clean as well as other miscellaneous tasks that may be necessary to support the event sales processes.

Overview of Responsibilities

●       Demonstrates strong organizational skills with an ability to prioritize and manage in a high-volume environment

●       Demonstrates strong communication skills, written and verbal, to professionally communicate to clients

●       Responsible for answering the phone and email, calendar organization, shared drive organization, tripleseat templates, menu maintenance and more for the Pittsburgh Sales Team.

●       Responsible for daily prospecting including 20 daily prospecting emails, upcoming convention business, networking events and constant proactive approaches to promote private events

●       Maintain and manage an organized site tour calendar with tour specifics and follow up email with Sales Manager / Director on copy

●       Support Sales Manager / Director throughout sales lifecycle to include the following:

●       Answer leads daily with the Sales Manager / Director on copy.

●       Follow up on all leads using the 3-day and 7-day template

●       Convert and turn down any unanswered leads after both follow-ups are sent

●       Review and BEO detailing

●       Floorplans

●       Menus, station signage

●       Prepare for the BEO meeting by reviewing all events two weeks out and working with Sales Manager / Director to detail each BEO and finalize the event.

●       The day before the BEO meeting, the sales Coordinator is responsible for running the BEO report and sending out the BEO email to the team.

●       Designated point of contact alongside the Sales Manager / Director on event day. Must be present throughout the day.

●       Maintain correspondence with clients throughout event preparation and execution to ensure clients’ needs are met and/or exceeded

●       Support in preparation for day of event needs including but not limited to; menus, entree choice cards, Mini BEO’s, staff assignments, and floor plans

●       Work directly with Executive Chef, Beverage Manager, GM and FOH Managers to secure event needs for execution

●       Oversee event set-up and vendor load in.

●       Order, Receive and organize rentals for pickup 

●       Responsible for ordering and managing all outside rentals.

●       Works with all outside vendors and ensures a COI is on file in Tripleseat

●       Responsible for inter-department communication.

●       Participate in meetings with Programming Team and Marketing Team weekly

●       Creates and maintains an inventory list for private event equipment

●       Responsible for completing the Yearly Comp Set

●       Runs Gratuity Reports and sends weekly email every Friday

●       Creating and Compiling Canva Templates to utilize for Menus

Minimum Qualifications

●       Minimum of 2 years’ experience in the event sales industry and/or equivalent relevant experience 

●       Must have exceptional interpersonal and guest service skills, with polished personal presentation 

●       Must be detail oriented with strength in time management and organization 

●       Strong computer skills including Word and Excel 

●       Excellent listening and presentation skills 

●       Effective and professional verbal and written communication skills 

●       Ability to work a flexible schedule including nights, weekends, holidays as needed

●       Bachelor’s degree preferred

About Us

Wine, food, and live entertainment collide at City Winery to create a dynamic and incredibly unique workplace. Since 2008, City Winery has been turning heads across the nation with amazing live performances, delectable cuisine, and award winning, locally produced wines. But there's more to us than that  we're a haven for community and creativity, a place where the philosophy of hospitality is more than just a buzzword, but a way of life. City Winery, founded by music industry veteran & visionary Michael Dorf, has established itself as a one-of-a-kind brand providing unforgettable experiences for guests. From world class music venues to sustainably produced wines with ratings of 90 points, City Winery offers a range of topnotch events & experiences.

We are an equal opportunity employer and value diversity at City Winery. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Additionally, City Winery participates in the E-Verify Program in certain locations, as required by law.