The City Forum Parties Coordinator

4 R’s

Role

Most “party coordinator” jobs are glorified babysitting. This is not that.

We’re building a birthday machine at The City Forum. Our goal is to turn kids’ birthdays into the best day of their year and turn that into a $1M events department. To do that, we need a Field General, not a warm body.

The Birthday Party Coordinator owns the birthday floor and is responsible for the execution, flow, guest experience, on-site revenue opportunities, and brand standards of birthday parties at The City Forum.

Requirements

• Full-time position; approximately 40 hours per week; weekends required

• Comfortable working weekends and peak times

• Experience in restaurants, events, hospitality, or retail, and experience being the person responsible for fixing issues

• Ability to coach a small team and hold standards

• Clear communication skills and basic computer skills, with the ability to learn company systems

• Reliable attendance; no-shows are not acceptable due to the impact on scheduled birthday events

• Passion for providing an outstanding Guest Experience

• Adaptability to Change

Responsibilities

• You own the birthday floor:

  • Lead the party hosts and keep every event on time and on point

  • Run week-of confirmation calls (details, expectations, easy upsells)

  • On the day: greet families, solve problems, and make parents say “that was insanely good”

• Drive on-site revenue:

  • Extra guests, food, upgrades, time extensions, arcade credits

  • Close the loop:

  • Ask for rebooks (next year, siblings, “hold the date”)

  • Get feedback and NPS surveys from parents

• Protect the brand:

  • Fix issues fast

  • Keep standards high

  • Make sure people want to come back

• Other duties as assigned

If chaos stresses you out, this role isn't for you. If controlled chaos energizes you, keep reading.

Results  (HOW SUCCESS IS MEASURED)

• This is an hourly role with performance tiers. Your pay scales with your results.

• Hourly range: $15–$25 per hour

• Performance is measured monthly using the following KPIs:

  • Guest happiness: percentage of parents rating the experience 9–10 out of 10 (NPS)

  • Rebook rate: how many parties turn into future parties

  • Day-of upsell revenue per party

  • Survey coverage: how many parents provide feedback

  • Major issues: refunds, big comps, or serious complaints

  • Hit baseline performance: $21–$23 per hour

  • Exceed performance expectations: up to $25 per hour

  • Miss performance expectations consistently: pay tier decreases or employment ends

Physical & Cognitive Requirements

• Ability to:

  • stand and walk for the full work shift

  • work in environments with variable temperatures

  • tolerate loud noises and flashing lights common to an entertainment venue

  • use manual dexterity for computer and office work

  • communicate clearly with guests and team members

  • manage multiple tasks simultaneously

  • remain calm and professional in fast-paced, guest-facing environments

  • respond appropriately to emotionally charged situations

  • assess situations and resolve issues quickly during live events

  • maintain focus, organization, and judgment in a high-energy setting

Essential Job Functions

• Own and manage the birthday party floor during scheduled events

• Lead party hosts and oversee birthday party execution in real time

• Ensure birthday events run on time and meet established standards

• Conduct week-of confirmation calls with families to review details and expectations

• Greet families on the day of the event and serve as the primary on-site point of contact

• Identify, assess, and resolve guest issues quickly during live events

• Drive on-site revenue through extra guests, food, upgrades, time extensions, and arcade credits

• Request rebookings for future birthday events, including future years or siblings

• Collect parent feedback and NPS survey responses following events

• Maintain brand standards and support repeat business

• Work scheduled hours, including weekends and peak event times

• Perform the role while standing and walking for the full work shift

• Communicate clearly and professionally with guests and team members

• Manage multiple tasks simultaneously and make real-time decisions in a fast-paced, guest-facing environment

"This job description is designed to outline the primary responsibilities, key skills, and fundamental working conditions related to this role in a comprehensive manner. It is not exhaustive and should not be interpreted as such. The description is intended to provide an accurate representation of the essential job elements necessary for successful performance at the present time. However, it is subject to revision or modification to align with the evolving needs and requirements of the business."