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Event Coordination Specialist

2 months ago

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

The Event Coordination Specialist role offers a competitive salary ranging from $45,000 to $55,000, along with commission opportunities and potential for additional earnings through event participation following a probationary period.

POSITION SUMMARY: Established in 1989, Abstract HR has been delivering outstanding event experiences in South Florida for over three decades. We are seeking a skilled and enthusiastic Event Coordination Specialist to assist our Sales Team. This is a salaried position designed to support the Senior Event Coordinator in selling, planning, and executing catered events. The ideal candidate will work collaboratively with various professionals, demonstrating excellent communication skills and a strong ability to thrive in a team-oriented environment. Leadership and motivation of creative team members to achieve specific objectives are essential. The candidate must be detail-oriented, organized, and capable of functioning effectively in a fast-paced setting. A self-starter with a robust sense of responsibility is crucial, as the role operates under the guidance of senior management.

KEY RESPONSIBILITIES:

  • Plan and oversee weddings, social gatherings, and corporate functions at diverse venues.
  • Supervise Catering & Event Assistants.
  • Engage with potential clients during initial outreach calls.
  • Draft proposals utilizing catering management software.
  • Employ event planning software to design floor layouts for events.
  • Integrate production elements such as lighting, entertainment, and design specifications.
  • Coordinate tastings to showcase client food and preparation preferences.
  • Secure client confirmations, dispatch contracts and invoices, and manage payment collections.
  • Place rental orders and verify accuracy to prevent issues on event day.
  • Collaborate with scheduling, operations, and culinary teams.
  • Communicate effectively with all departments to ensure seamless event execution.
  • Confirm setup, seating, and staffing needs with scheduling.
  • Conduct weekly follow-ups with clients to ensure satisfaction.
  • Maintain and update existing proposals and client files.
  • Coordinate vendor logistics for event load-in and load-out.
  • Perform event walkthroughs using checklists and document setup details.
  • Ensure meticulous execution of all event details during setup.
  • Engage with clients post-event 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 enhance company visibility and attract potential clients.
  • Stay informed about industry trends.

SKILLS AND QUALIFICATIONS:

  • Strong organizational skills to manage all aspects of event coordination effectively.
  • Excellent communication abilities to ensure all stakeholders are aligned on event requirements.
  • Problem-solving aptitude to address and resolve issues that may arise during events.
  • Proficiency in computer software relevant to event planning and management.
  • High level of social and emotional intelligence to foster teamwork and collaboration.

ADDITIONAL RESPONSIBILITIES:

  • Maintain confidentiality of sensitive information to protect the organization’s interests.
  • Represent the company at various events to promote the brand and expand clientele.
  • Enhance the company’s reputation by embracing new challenges and seeking opportunities to add value to each event.
  • 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.

Proficient in catering software (e.g., Caterese or All Seated preferred) and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook). Strong organizational, interpersonal, and multitasking skills are necessary. The candidate must demonstrate proficiency in business applications and possess excellent verbal and written communication skills (bilingual preferred).

WORKPLACE CULTURE:

  • Exhibit a positive demeanor representing the company both internally and externally.
  • Actively participate as a team member, completing assigned tasks promptly.
  • Treat all employees, clients, and vendors with respect and dignity.
  • Collaborate effectively with team members and colleagues.
  • Maintain a positive attitude through supportive behaviors and effective communication.
  • Conduct oneself professionally to foster a positive work environment.
  • Utilize strong written and verbal communication skills.
  • Build and maintain professional client relationships to encourage repeat business.

PHYSICAL REQUIREMENTS:

  • Occasional lifting and carrying of items up to 35 lbs.
  • May require travel to various company locations as necessary.
  • Regularly required to sit, stand, walk, bend, and operate a computer, with specific vision abilities including close and distance vision.

Reasonable accommodations may be provided 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 discrimination based on race, color, religion, sex, national origin, sexual orientation, age, gender identity, disability, or any other status protected by law.