Event Operations Coordinator

We are currently seeking a full-time Event Operations Coordinator, responsible for driving new business, ensuring excellent client service, and managing the seamless execution of events from concept to completion. Responsibilities and qualifications are shown below:

POSITION RESPONSIBILTIES:

Sales & Business Development:

• Serve as the primary point of contact for internal & external event inquiries, ensuring all inquiries are returned within a timely manner (generally one business day).
• Generate new event leads and drive revenue through various sales methods including face-to-face meetings, site visits, networking, and follow-up with prospective clients.
• Create and deliver compelling event proposals tailored to client needs and budgets.
• Meet or exceed sales targets and touchpoint goals to contribute to the overall success of the team.
• Identify and act on upselling opportunities with both new and existing clients to maximize revenue potential.
• Develop and maintain relationships with past, prospective, and current clients, ensuring satisfaction and retention through excellent service and follow-up.
• Collaborate with marketing, catering teams, and internal departments to drive promotions and ensure smooth coordination between sales and operations.
• Manage website inquiries from third-party platforms and ensure event information is accurate and up to date.

Event Coordination & Operations:

• Oversee the planning, coordination, and execution of events, ensuring all aspects meet client expectations.
• Prepare and distribute BEOs (Banquet Event Orders) for both internal and external events, using systems like VenueOps for communication and setup details.
• Work closely with Wolfgang Puck Catering and other vendors to develop tailored event packages that align with clients’ needs and enhance the overall experience.
• Attend onsite events to ensure seamless execution, managing logistics, and addressing any issues as they arise.
• Collaborate with internal teams and departments to ensure that all event details (setup, AV, staffing, etc.) are clearly communicated and executed.
• Provide on-the-ground leadership and guidance during large-scale and VIP events, ensuring all details are handled efficiently.
• Contribute to weekly operations meetings and training sessions, staying current on internal programs and procedures.
• Perform administrative duties related to event documentation, client communication, and sales pipeline tracking.

Customer Communication & Relationship Management:

• Ensure timely and accurate communication with clients through phone, email, and in-person meetings to capture all event details.
• Maintain an organized CRM system to document client interactions, sales activity, and event updates.
• Foster relationships with clients through consistent follow-up, addressing concerns and anticipating needs before, during, and after events.
• Collaborate with team members to ensure customer feedback is addressed, and ensure clients are satisfied post-event, paving the way for repeat business and referrals.
• Other duties and special projects as assigned.

POSITION QUALIFICATIONS:

• Minimum of 2 years of experience in event sales and/or coordination, with a proven track record of meeting or exceeding sales goals.
• A Bachelor’s degree in Event Management, Hospitality, Business, or a related field is preferred.
• Excellent sales skills, including lead generation, and relationship management.
• Strong ability to manage both sales and operational aspects of events, ensuring seamless coordination from contract to execution.
• Exceptional communication and customer service skills, both verbal and written, with the ability to interact confidently at all organizational levels.
• Proficient in Microsoft Office Suite, CRM systems, and event management software such as VenueOps, is a plus.
• Demonstrated ability to multitask and handle high-pressure situations while maintaining a positive, professional attitude.
• Ability to anticipate client needs and manage multiple projects simultaneously with attention to detail.
• Strong problem-solving abilities with a focus on client satisfaction and effective event execution.
• Ability to work flexible hours, including evenings, weekends, and holidays, with occasional travel as required.
• Bilingual skills are a plus.

PHYSICAL ABILITIES/WORK ENVIRONMENT:

• Must be physically able to lift up to 20 pounds and have the ability to stand for up to 6 hours at time.
• Available to work flexible hours including weekends, and some evenings/nights.