What are the responsibilities and job description for the Event Booking Coordinator position at Sanctuary MiMo?
About the Venue
Sanctuary Mimo is a luxury, mid-century modern venue in the Miami historic MiMo district that offers multiple event spaces to exceed clients’ visions for everything from social celebrations to corporate programs. We provide incredible spaces where our curated list of preferred caterers and production companies bring our guests’ events to life. Sanctuary MiMo unveils over 14,000 square feet of versatility for all occasions.
About the Role
We are seeking an organized, detail-oriented professional who brings energy, warmth, and a hospitality mindset to every client interaction.
As the first point of contact for our venue, you will manage all inbound inquiries and guide prospective clients from initial interest through booking. You will play a critical role in creating a polished, responsive, and welcoming experience that reflects the quality of our space.
Success is driven by responsiveness, organization, follow-through, and a genuine enthusiasm for helping clients find the right fit for their event. Once an event is booked, it is transitioned to our Event Operations team.
Responsibilities
- Serve as the primary point of contact for all inbound client inquiries (email, web, and phone)
- Deliver prompt, professional, and engaging responses that reflect a high level of hospitality
- Communicate availability, packages, and pricing clearly and confidently
- Guide clients through the booking process from inquiry to contract execution
- Prepare proposals and booking materials with accuracy and attention to detail
- Maintain a clean, accurate, and up-to-date pipeline in Tripleseat
- Follow up consistently to ensure all opportunities are progressing so there are no dropped inquiries
- Coordinate a smooth and complete handoff to the Event Operations team
- Track inquiry activity, booking progress, and next steps with discipline
- Collect, manage, and strictly enforce deposits, payments, and refunds for every booking
- Represent the venue with a positive, upbeat, and solutions-oriented approach
- Assist with additional duties and projects as needed
Schedule
This role is a full-time position.
This role will follow a hybrid schedule. Tuesday, Wednesday & Thursday on location. Monday & Fridays remote.
Experience
- 2–5 years of experience in hospitality, event venues, catering, or client-facing administrative roles
- Experience with Tripleseat or similar CRM/event management platforms strongly preferred
- Event venue, banquet hall, or hotel event office experience.
- Experience handling inbound inquiries and coordinating bookings
- Familiarity with pricing structures, proposals, and booking workflows
Qualifications
- Excellent written and verbal communication skills
- Highly organized with strong attention to detail
- Ability to manage multiple inquiries while maintaining responsiveness
- Professional, positive, and service-oriented demeanor
- Strong sense of ownership and follow-through
Skills Needed for Success
- Energetic, responsive, and detail-driven
- Hospitality-first mindset with a polished communication style
- Process-oriented and highly reliable
- Comfortable in a fast-paced, inquiry-driven environment
- Strong commitment to follow-through and accountability
Ideal Candidate
- Enjoys being the welcoming first impression for clients
- Brings positive energy and professionalism to every interaction
- Takes pride in staying organized and responsive
- Naturally follows up and ensures nothing falls through the cracks
- Prefers a structured, client-focused role over traditional sales
Physical Requirements
While performing the duties of this role, the team member is frequently required to stand, walk, talk and hear. The team member frequently is required to handle or feel and reach with hands and arms. The team member is frequently required to sit; The team member must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision.
MEMORIES ARE MADE HERE
WEDDINGS · CORPORATE · SOCIAL · ENTERTAINMENT
Our websites and social media pages are the perfect place to learn more about Sanctuary Mimo®
www.sanctuarymimo.com | Instagram: sanctuarymimo