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Events Coordinator

4 months ago

New York, United States teamworkonline Full time

Events Coordinator â The Central Park Boathouse (New York, NY)

 

LEGENDS

Founded in 2008 as a hospitality management company, Legends has transformed into a holistic experiential services agency with more than 1,200 full-time and 30,000 seasonal team members globally. Legends has three core divisions operating worldwide: Global Planning, Global Sales and Hospitality, offering clients and partners a 360-degree platform to elevate their brand and execute their vision. Currently, Legends works with marquee clients across business verticals including professional sports; collegiate; attractions; entertainment; and conventions and leisure. We are the industry leaders in designing, planning and realizing exceptional experiences in sports and entertainment.

Our intellectual property is our people. It's our expertise that makes up Legends. We know what it's like to be on the team, business, or athletic department side, which drives our passion in creating solutions for our partners. Collectively, our leadership has over 300 years of experience in sales and sponsorship, analytics and valuation, hospitality and operations. 

The Role

The event coordinator is executing a crucial role in supporting the events team by providing administrative assistance, organizing/maintaining all guest information, and ensuring the smooth execution of event bookings. Assist with the event day operations, maintain databases, and assist with coordination tasks to facilitate successful events.

The Events Coordinator must always represent Legends Hospitality in a professional, gracious and knowledgeable manner.

Responsibilities:

  • Must maintain a friendly, positive attitude and a professional demeanor at all times.
  • Serve as the initial point of contact for event inquiries, responding to emails, phone calls, and online inquiries promptly and professionally.
  • Schedule appointments, tours, and site visits for clients to view event spaces and discuss their requirements.
  • Assist in schedule team members to ensure appropriate coverage and service for events
  • Effectively communicate with Events Management team to ensure all applicable information is conveyed.
  • Assist event sales managers with coordination tasks, such as creating event timelines, floor plans, and seating arrangements.
  • Facilitate communication between clients and event staff to ensure all logistical arrangements are in place for successful event execution.
  • Perform general administrative duties, such as answering phones, filing documents, and managing office supplies.
  • Prepare sales reports, client invoices, and financial documents as requested by management.
  • Provide excellent customer service to clients throughout the event planning process, addressing inquiries, concerns, and special requests in a timely and professional manner
  • Work as a team with fellow associates and other service departments within the property.
  • Perform and successfully complete tasks assigned by management in addition to daily tasks.
  • Assist in menu design, layouts, and menu development.
  • Maintaining guest information database.
  • Maintaining Event Software with guest information, menus and updated pricing.
  • Assisting with event operations as needed.
  • Maintain punctuality in daily work times, appointments, and meetings.

KNOWLEDGE, EXPIERENCE AND SKILLSâ¯

  • Must be at least 18 years old
  • 3 â 5 years of event experience required
  • Luxury events and fine dining experience is preferred.
  • Be willing to work hours that vary according to the event schedule
  • Able to work at a fast pace
  • Organization and effective communication skills required
  • Must have TripleSeat Software experience.
  • Previous experience in event planning, hospitality, sales support, or administrative roles preferred.
  • Excellent communication and interpersonal skills, with a customer-focused mindset and the ability to build rapport with clients.
  • Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines effectively.
  • Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, as well as strong experience and knowledge of salesforce is required.
  • Positive attitude, professional demeanor, and a willingness to contribute to the success of the event sales team..
  • Must be able to lift and carry up to 30 lbs.
  • Follow and encourage your team to follow all safety policies and procedures, including but not limited to looking for and reporting any unsafe work conditions, and complete company-wide safety training and any additional job specific safety training.
  • Report all safety incidents (injuries and illnesses) into the companyâs risk management system (Origa Coordinate contract revisions, obtain client signatures, and ensure all necessary documentation is complete and accurate.
  • Ability to complete tasks independently, as well as working in a team setting. Delegating effectively and ensuring the team is set up for success.

 

Compensation

 $28-$30/hr - DOE

 

Legends is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or genetic information.