Event Sales & Activation Coordinator: Olivine Rooftop | AC Hotel Auburn

Olivine is seeking a full-time Event Coordinator to lead private event sales and support the planning and execution of internal activations that strengthen the restaurant’s presence in the market.

This role will own the event process from first inquiry through final execution. The Event Coordinator will manage incoming leads, communicate directly with clients, build event details and timelines, coordinate with restaurant and hotel teams, and help ensure each event reflects the Olivine brand and guest experience standards.

In addition to private dining and special event bookings, this role will also support the creation and coordination of internal activations such as wine dinners, brunch features, holiday programming, rooftop experiences, media events, and other strategic happenings designed to drive revenue and visibility.

This is a highly organized, hospitality-forward role for someone who is polished with clients, detail-obsessed behind the scenes, and energized by turning ideas into well-executed events.

This role reports directly to Ram Hotel's Director of Food and Beverage.

Key Responsibilities

Event Sales & Lead Management:

• Respond to all event and private dining inquiries in a timely, professional manner
• Manage event leads from first contact through signed agreement and final execution
• Conduct client communication by phone, email, and in person
• Qualify opportunities and guide clients toward the best format, menu, and experience for their needs
• Prepare proposals, event details, BEO-style summaries, and other booking materials as needed
• Maintain accurate records of leads, event status, client notes, and revenue pacing
• Follow up consistently on open leads to maximize conversion

Client Booking & Planning:

• Serve as the primary point of contact for booked event clients
• Gather all event details including guest count, timing, layout needs, menu selections, beverage needs, AV or décor requests, billing details, and special instructions
• Build detailed timelines and communicate event needs clearly to operations teams
• Ensure all client-facing communication is polished, accurate, and aligned with the Olivine brand
• Support site visits and walkthroughs for prospective clients when needed
• Help clients feel guided, informed, and confident throughout the planning process

Internal Event & Activation Coordination:

• Coordinate internal activations and special programming designed to increase covers, revenue, and brand awareness
• Assist in planning and executing events such as wine dinners, cocktail events, seasonal launches, holiday programming, brunch activations, influencer/media events, and community partnerships
• Work closely with culinary, beverage, operations, marketing, and hotel leadership to bring internal activations to life
• Help organize calendars, promotional details, timelines, and internal communication around upcoming events
• Ensure activations are operationally realistic, well organized, and executed to a high standard

Operational Communication & Execution:

• Partner closely with restaurant leadership, culinary, bar, hotel operations, and other departments to ensure event readiness
• Communicate final event details clearly and in advance so the team can execute without confusion
• Help identify and solve issues before they become guest-facing problems
• Be present for key events as needed to support setup, flow, client communication, and execution
• Assist with post-event recap, follow-up, and internal feedback collection

Administrative & Organizational Responsibilities:

• Maintain event calendar, lead tracking, booking documentation, and related reports
• Keep contracts, deposit records, menus, and event files organized and current
• Support invoicing, payment follow-up, and final reconciliation processes as needed
• Track performance metrics such as inquiry volume, booking pace, conversion, and event revenue
• Help refine systems and standards for event coordination as the program grows

Qualifications:

• 2 years of experience in hospitality, events, catering, restaurant sales, hotel sales, or a related coordination role preferred
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Comfortable managing multiple timelines, clients, and moving parts at once
• Professional, polished, and confident in guest and client interactions
• Able to work collaboratively with both FOH and BOH teams
• Comfortable in a fast-paced restaurant and hotel environment
• Proficient with email, spreadsheets, and basic event/admin systems
• Nights, weekends, and some holidays required based on event needs

Ideal Candidate:

• Understands that selling an event is not just booking space, but shaping an experience
• Can be warm and client-friendly without becoming loose or disorganized
• Has the instincts to anticipate questions, catch details, and keep things moving
• Understands the difference between a brand-standard event and a brand-building event
• Thrives in an environment where hospitality, sales, organization, and execution all matter
• Takes pride in making the team look prepared and the guest feel taken care of

Physical / Schedule Expectations:

• Full-time position
• Flexible schedule required based on business needs
• Must be able to move throughout the restaurant and event spaces during service and event execution
• Must be able to stand, walk, lift light event materials, and support onsite coordination as needed

Compensation:

• Salary or hourly rate based on experience.
• Potential incentive structure tied to event sales and booking performance.

Why This Role Matters:

Olivine is more than a restaurant inside a hotel. It is meant to be a destination, a rooftop experience, and a brand-building food and beverage outlet. This role is critical to helping grow private event revenue while also bringing to life the activations and experiences that make Olivine feel dynamic, relevant, and worth talking about.