Event Coordinator

3 weeks ago

Houston, United States A Fare Extraordinaire Full time

JOB SUMMARY


A Fare Extraordinaire (AFE), a full-service catering and event planning company, and its exclusive venue, The Revaire, is seeking an Event Coordinator for The Revaire who is passionate about the event and service industries. Our in-person, on-premise Event Coordinator is often the first person to connect with the venue’s clients and potential clients, so they should give a positive first impression of both AFE and The Revaire. The Revaire Event Coordinator will support the Event Producers on The Revaire Sales team with daily office duties and event execution. Office duties include fielding inquiries from potential clients, assisting with venue tours, building proposals, coordinating vendors, and maintaining organized event files. Event execution involves helping onsite with load in, load out, vendor management, timeline execution, and logistics of the event.


For best consideration, please email your resume directly to resumes @ afehouston.com with the subject line "Applying for The Revaire Event Coordinator"

 

RESPONSIBILITIES


  • Answer incoming inquiries via phone and email
  • Record event inquiry information in venue database, Caterease
  • Prepare paperwork and attend weekly department meetings
  • Assist with proposals and accurately making revisions based on client feedback
  • Place and ensure accuracy of rental and vendor orders and make revisions as needed
  • Upload all event related documents to digital event files
  • Maintain accurate and organized physical event files
  • Create detailed event timelines
  • Ensure event payment deadlines are met for clients and vendors
  • Send vendor invoices to Accounting Department for payment
  • Update events with final guest counts
  • Confirm vendors load in/load out schedules and share with Logistics Department
  • Share diagrams and communicate setup timeline prior to event date with Facilities Coordinator
  • Write event notes for service staff pre-event
  • Create bar and menu signage for events and tastings
  • Attend events and provide support overseeing load in, event execution, and load out
  • Communicate any building damages or repairs to Facilities Coordinator
  • Send review requests to clients via Captivated app post event
  • Invoice events post execution
  • Handle laundering services of venue linens
  • Open and close the venue each day
  • Order and replenish supplies for venue’s suites
  • Schedule venue cleaning services
  • Secure additional parking lot as needed based on event parameters
  • Manage venue air conditioning schedule
  • Prepare the venue for tours and meetings
  • Attend and/or lead venue tours
  • Assist with Social Media content


SKILLS & EXPERIENCE


  • Previous experience with event, service, and catering industries preferred
  • Ability to prioritize tasks based on deadlines and importance
  • Proactive, professional demeanor adept at working with many departments and clients simultaneously
  • Ability to send accurate written communication utilizing correct punctuation and grammar
  • Proficient in Office Suite
  • Experience with Adobe Suite and Canva a plus

 

DESCRIPTION OF PACKAGE


  • This is a salaried, exempt position
  • Nights and weekend work required based on event schedule
  • Health insurance, PTO, mileage and cell phone reimbursement, and 401K matching offered

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