What are the responsibilities and job description for the Special Event Coordinator position at M Culinary Concepts?
Special Event Coordinator at M Culinary Concepts (Employee-Owned!)
If you have experience in the food and beverage world, M Culinary is searching for a passionate Special Event Coordinator to join our vibrant team and help us create incredible catering experiences across the Southwest. We’re an award-winning catering company based in Phoenix, AZ (we're talking TOP COMPANIES TO WORK FOR & GREAT PLACE TO WORK three years running!).
Bonus: You'll be part of an employee-owned company!
We’re looking for an organized, detail-oriented, and motivated Special Events Coordinator to join our dynamic Special Events team. This position plays a key role in supporting large-scale, high-profile events such as the WM Phoenix Open, along with other hospitality and culinary activations throughout the year.
About the role:
· Event Signage & Materials
o Prepare and manage all event signage following established standards and templates.
o Design menus and venue signage in Canva or Publisher for both client-facing and back-of-house use.
o Organize and package signage, frames, and hardware by venue and day; manage post-event cleanup and reorganization.
o Collaborate with culinary and operations teams to ensure accurate and compliant signage across all locations.
· Document & Digital Management
o Maintain and organize event documentation in SharePoint, including daily BEO updates.
o Create bulk PDF files for print with precise formatting and organization.
o Support accurate, timely communication of event materials to internal teams.
· Special Event Binder Creation
o Design and assemble detailed binders for each venue, including cover pages, indexes, contact sheets, and safety documentation.
o Coordinate the printing and organization of over 80 unique binders annually.
o Post-event: collect, clean, and restock binders for future use.
· Office Supply & Logistics Coordination
o Maintain inventory of event office supplies and order replenishments as needed.
o Pack and distribute office boxes, supplies, and first aid kits by venue.
o Support supply organization before and after events.
· Administrative & Operational Support
o Create and enter menus in Canva and Caterease; assist with event floorplans using Prismm.
o Manage travel, housing, and team meeting coordination.
o Assist with post-event invoicing and administrative reconciliation.
· Licensing & Permits
o Print, distribute, and post all required licenses and permits for each venue (health, liquor, etc.).
· On-Site Event Support
o Serve as a primary on-site point of contact for signage updates, supply needs, and client coordination.
o Support internal teams and clients with day-of execution and troubleshooting.
· Client & Event Management
o Communicate directly with clients regarding event details, menu updates, and logistics.
o Independently manage assigned events under the guidance of the Associate Director of Special Events.
M Culinary Concepts: Where Food is Fun!
Forget stuffy corporate kitchens. Here at M Culinary, we're a passionate crew obsessed with crafting amazing food & beverage experiences. Our core values? Inspiring Passion, Service to Others, Humbly Confident and Making Huge Fun! Think fast-paced, collaborative, and full of good times (and of course, delicious food!).
The Perks You Deserve:
As an employee-owner, you'll enjoy a sweet benefits package including medical, dental, vision insurance, a 401(k) match, and daily grab-and-go lunches made by our amazing chefs! Plus, you'll stay connected with our internal app and experience the ownership spirit that makes M Culinary so special.
What we need from you:
The ideal candidate thrives in a fast-paced environment, enjoys creative problem-solving, and brings both administrative precision and hands-on event support to every project.
The ideal candidate will have:
· Strong interest or experience in the food, beverage, catering, or hospitality industry.
· Proficiency in Microsoft Office Suite (Excel, Word, Outlook, SharePoint).
· Familiarity with Canva, Caterease, and Prismm preferred but not required.
· Excellent organizational skills and meticulous attention to detail.
· Outstanding written and verbal communication and customer service skills.
· Ability to manage multiple priorities with a sense of urgency and teamwork.
· Flexibility to work long hours, nights, and weekends during event periods.
· Willingness to travel out of state for event support.
· Physical ability to lift 20 lbs. and work on your feet for extended periods.
Most importantly, we want someone who can excel in their role while having fun and bringing positive energy to the team!
Ready to Join the M Culinary Team?
If you're a passionate Special Event Coordinator who thrives in a fun and fast-paced environment, we want to hear from you! Apply today and help us deliver extraordinary experiences!