Event Coordinator

2 weeks ago

Miami, Florida, United States Abstract HR Full time
Job Overview

The position of Event Coordinator offers a competitive salary range of $45,000 to $55,000, along with commission opportunities and potential for additional earnings through event work after the probationary period.

POSITION SUMMARY: Established in 1989, Abstract HR has been dedicated to crafting outstanding event experiences across various venues. We are seeking a skilled and enthusiastic Event Coordinator to assist our Sales Team. This role is designed to support the Senior Event Coordinator in selling, planning, and executing catered events. The ideal candidate will work collaboratively with diverse professionals, necessitating exceptional communication skills and a comfort in team settings. Leadership abilities to inspire and guide creative team members towards shared objectives are essential. The candidate must be detail-oriented, organized, and capable of thriving in a dynamic work environment. A self-motivated individual with a strong sense of accountability will work under the guidance of the management team.

KEY RESPONSIBILITIES:

  • Plan and manage weddings, social gatherings, and corporate functions at various locations.
  • Supervise Catering & Event Assistants.
  • Engage with potential clients through qualifying calls.
  • Draft proposals utilizing catering management software.
  • Employ event planning software to create detailed floor plans.
  • Integrate production elements such as lighting, entertainment, and design requests.
  • Coordinate tastings to showcase client food preferences and preparation methods.
  • Secure client confirmations, dispatch contracts and invoices, and manage payment collections.
  • Place rental orders, ensuring accuracy to prevent issues on event day.
  • Collaborate with scheduling, operations, and kitchen teams.
  • Maintain effective communication across all departments to guarantee seamless event execution.
  • Verify setup, seating, and staffing requirements with scheduling.
  • Conduct weekly follow-ups with clients to ensure satisfaction.
  • Update and maintain existing proposals and client files.
  • Coordinate vendor logistics for event load-in and load-out.
  • Perform event walkthroughs using checklists, documenting setup details.
  • Ensure all event details are executed accurately during setup.
  • Conduct post-event follow-ups with clients to assess satisfaction.
  • Participate in debrief meetings after events.
  • Generate invoices, process payments, and negotiate with vendors.
  • Ensure timely receipt of payments.
  • Prepare vendor invoices for accounting approval.
  • Meet and exceed sales targets established by the organization.
  • Attend networking functions to promote the company and attract new business.
  • Stay informed about industry trends.

SKILLS AND QUALIFICATIONS:

  • Organizational proficiency to manage all aspects of event coordination effectively.
  • Strong communication skills to ensure all parties are aligned and informed.
  • Problem-solving abilities to address challenges that may arise during events.
  • Proficiency in computer software necessary for event management.
  • Social and emotional intelligence to work collaboratively and supportively with team members.

ADDITIONAL RESPONSIBILITIES:

  • Maintain confidentiality of sensitive information.
  • Represent the company at industry events and networking opportunities to enhance brand visibility.
  • Contribute to the company's reputation by embracing new challenges and seeking ways to add value to events.
  • Carry out administrative tasks as required.

MINIMUM QUALIFICATIONS:

A bachelor's degree or equivalent in Hospitality, Catering, Business Management, or a related field is required. A minimum of 2-3 years of experience in Hospitality, Event Planning, or Catering is essential.

Experience with catering software (e.g., Caterese or All Seated preferred) and proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) is necessary.

Strong organizational skills, interpersonal abilities, and capacity to multitask are required. Competency in business applications and excellent verbal and written communication skills are essential (bilingual preferred).

WORKPLACE CULTURE:

  • Exhibit a positive demeanor in all interactions.
  • Engage fully as a team member, completing tasks in a timely manner.
  • Treat all colleagues, clients, and vendors with respect and dignity.
  • Collaborate effectively with team members.
  • Maintain a professional attitude to foster a positive work environment.
  • Utilize strong communication skills to represent the company effectively.
  • Build and maintain professional relationships to encourage repeat business.

PHYSICAL REQUIREMENTS:

  • Ability to lift and carry items weighing up to 35 lbs.
  • Occasional travel to various company locations may be required.
  • Regularly required to sit, stand, walk, bend, and operate a computer.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

EEO STATEMENT:

Abstract HR is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, age, gender identity, disability, or any other status protected by law.

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