Position Summary

The Private Events Coordinator is responsible for the scheduling and communication, both with guests and management, of all private dining events Legacy Records. The Events Coordinator is responsible for prioritizing tasks, communicating effectively both with external clients as well as colleagues, problem solving, building long lasting relationships, and creating positive experiences for guests. They must work both independently as well as be comfortable managing others. This manager must have an understanding of culinary operations and will ensure seamless communication with kitchen teams. The ability to be strategic, flexible, proactive, calm under pressure, resourceful and efficient is a must. Superior written and verbal communication skills, strong decision making ability, sense of urgency and attention to detail is crucial.

Respond to all guest inquiries with efficiency, accuracy and hospitality while maintaining strong communication with all management teams. Ensure the successful execution of events and complete all associated tasks and transactions in a timely manner.

• Reply and vet all event inquiries within 24 hours via phone and/or email. Manage the sales cycle of an event from inception to completion, prioritizing all facets of event coordination.
• Responsible for booking all events, generating and signing of contracts (in Tripleseat) and creating BEOs with the guest and menu planning, looping in the kitchen as needed.
• Provide strong communication to effectively deliver accurate messaging to all guests. Provide prospective guests with tours of all Private Dining spaces as needed.
• Responsible for preparing all BEOs with accuracy for all events, in advance.
• Provides updates to events as necessary with both Front of House and Back of House teams in order to ensure clear and constant communication.
• Monitors all event calendars for both businesses, with a focus on organization and accuracy.
• Responsible for the maintenance of Tripleseat, including converting leads, maintaining all documents, guest databases, and informational materials.
• Print all menus, place cards, cocktail cards and other materials as necessary for all events.
• Directly oversee set-up and day-of coordinating and execution of events. Must be present at the beginning of all events to greet the client. If unavailable, GM or DO must be notified in advance.
• Coordinate with third party vendors (flowers, decorations, AV, security, etc)

Maintain a strong understanding of all financial and marketing components of the Legacy Records private dining program to create excellent guest experiences and repeat guests.

• Demonstrates accuracy with the POS system to ensure all deposits and payments are made in a timely and correct manner. Ensure all guest checks are accurate.
• Responsible for guest follow up post-event to ensure guest satisfaction and to handle any outstanding billing items. Provide guest with a copy of receipt.
• Responsible for maintaining and updating event marketing materials and menus.
• Maintain and understand department financials, including bookkeeping and forecasting. Maintain a strong understanding of relevant marketing strategies.
• Develop and nurture client and community relationships.
• Maintain accurate knowledge on hours of operations, service and facility information.

Qualifications/Skills

• Excellent communication skills.
• Ability to Multitask effectively.
• Previous restaurant management experience required.
• Previous Event Management experience preferred.