What are the responsibilities and job description for the Event Sales Coordinator position at Tavistock Restaurant Collection?
Description
POSITION SUMMARY
The Event Sales Coordinator creates exceptional guest experiences by supporting the planning, coordination, and execution of private dining and group events across Tavistock Restaurant Collection's Boston portfolio. This role serves as a key liaison between clients, restaurant operations, and the Event Sales team to ensure every event is executed seamlessly from inquiry through completion.
The Event Sales Coordinator provides administrative and operational support to the Event Sales Department while helping drive group dining revenue through exceptional organization, communication, and hospitality.
ESSENTIAL FUNCTIONS
Essential Functions Statement(s)
- Support the Event Sales team in growing group dining and private event revenue.
- Respond promptly and professionally to event inquiries.
- Build strong relationships with clients while delivering genuine hospitality throughout the planning process.
- Coordinate contracts, deposits, billing, final payments, receipts, and post-event follow-up.
- Create and maintain accurate event records, BEOs, calendars, and client files in planning software.
- Prepare and distribute BEOs prior to weekly operations meetings.
- Participate in weekly BEO meetings and communicate event details with restaurant management teams.
- Create specialty menus and event materials as needed.
- Ensure all events are properly entered and maintained in Tripleseat and OpenTable.
- Coordinate event logistics including room setups, audio/visual needs, floral arrangements, and special requests
- Communicate guest allergies, dietary restrictions, and special accommodations to restaurant teams.
- Conduct venue tours and site visits for prospective clients.
- Provide onsite support for events when needed to ensure successful execution.
- Foster strong working relationships with General Managers, Chefs, and restaurant leadership.
- Assist with maintaining templates, menus, email responses, and sales resources.
- Handle guest concerns professionally and escalate issues to the Director of Sales when appropriate.
- Support department initiatives and projects to improve efficiency, guest experience, and revenue growth.
- Maintain knowledge of restaurant offerings, menus, and hospitality standards through ongoing training.
- Follow all company policies, alcohol awareness procedures, and food safety guidelines.
- Perform additional duties as assigned.
Requirements
POSITION QUALIFICATIONS
Competency Statement(s)
- Exceptional hospitality and customer service skills
- Strong written and verbal communication
- Excellent organization and time management
- High attention to detail with the ability to manage multiple priorities
- Ability to work independently while collaborating effectively with cross-functional teams
- Strong problem-solving and critical-thinking skills
- Professional demeanor with excellent relationship-building abilities
- Adaptability in a fast-paced hospitality environment
- Proficiency with Microsoft Office; experience with Tripleseat, OpenTable, or CRM systems preferred
Other Requirements:
- Must be at least 21 years of age.
- Ability to read, write, and communicate effectively in English.
- Valid driver's license and reliable transportation.
- Availability to work a flexible schedule, including evenings, weekends, and holidays as business needs require.
- Ability to attend onsite events and venue tours as needed.