Special Events Coordinator

Summary:

The Special Events Coordinator will support the Special Events Manager to efficiently book, plan, and coordinate private events, select special projects, and catering events to meet/exceed revenue and profit goals and create repeat business where possible. This role will work closely with sales and operations team members to properly build proposals and seamlessly execute events.  
 
Responsibilities: 

• Work closely with the Special Events Manager to solicit, negotiate and book new and repeat catering business through various efforts including outside sales calls, telemarketing, mailings, referrals, networking etc.
• Respond to distributed inbound leads within 1 business day.
• Qualify leads to send to the Special Events Manager to create and send proposals. 
• Create proposals for small to mid-scale events as requested.
• Assist with sending follow-ups to potential clients. 
• On-site supervision of small to mid-scale events. Support on larger scale events when necessary.
• On site supervision of strike for events when necessary, ensuring venue is returned in perfect condition. Lead final walk with client upon end of event strike to note and report any damages.
• Organization of event files, templates, floorplans, and documents. 
• Administrative duties including but not limited to gathering and accounting for receipts, COIs, final payments, etc.
• Supervision of updating kitchen board with BEOs for Chef team as well as weekly prep for all BEO meetings. 
• Maintain up-to-date knowledge of all property offerings, food & beverage minimums, pricing, event space layout, capacities, and catering menu.
• When needed, participate in trade shows, community, professional, and industry organizations to maintain high visibility/exposure for Cosm.
• Participate in pre- and post-event meetings with clients and respective departments.
• Ensure tours and client visits to the venue are successful by planning carefully and communicating accurate details in advance to the Special Events Manager.
• Assist with special projects and other duties as assigned by management. 

Experience: 

• 3+ years of experience in a catering sales, hospitality, or convention services position.
• Tripleseat and/or other contracting experience as well as knowledge of CRMs preferred but not mandatory.
• Outstanding guest service skills and ability to engage with fans and team members in an attentive, friendly, courteous, and service oriented manner.
• Excellent communication skills in terms of the ability to negotiate, sell, and influence clients and meeting attendees.
• Must be able to speak, read, write, and communicate in English to adequately perform the duties of the job.
• Knowledge of event planning/hospitality principles and practices.
• Ability to travel to area businesses and accounts to solicit new business as needed.
• Ability to multitask and prioritize daily workload.
• Outstanding organizational and time management skills.
• Ability to handle sensitive material with the utmost discretion and confidentiality.
• Must be energetic, a self-starter, and able to work in a fast-paced environment.
• Must be detail-oriented and able to work both independently and with a team.
• Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.
• Must be able to show initiative, including anticipating fan and/or operational needs.
• Must be able to maintain standards of attendance and punctuality and must be able to work varying schedules that include evenings, weekends, holidays, and extended hours as business dictates.  

The hourly rate for this position in California ranges from $30 to $40 per hour. The pay offered will factor in internal equity and may also vary depending on the candidate's geographic region, job-related knowledge, skills, and relevant experience, among other factors.