Private events Coordinator

A rare opportunity to join the City Winery team as we reimagine the future of live music and hospitality. City Winery to deliver the highest end combined culinary and cultural experience to our customers who are passionate in sharing wine, music, and culinary arts. We are a unique facility, combining a fully functioning winery with intimate concerts, food & wine classes, private events in a variety of configurations, and fine dining. We have created a compelling mix for our sophisticated clientele of foodies, and active cultural patrons-bringing the wine country experience to the middle of a large city. Position Summary The Event Sales Coordinator supports the event sales and event operations teams in organizing and executing the important administrative functions that keep all private events functioning efficiently. They are responsible for supporting all logistics of upcoming events by maintaining and distributing up-to-date BEOs, with staffing pars, equipment notes, as well as oversees all event-related printed materials and sales collateral. This person will support all administrative duties as outlined by the Director of Sales; keeping the office organized and clean as well as other miscellaneous tasks that may be necessary to support private event prep and execution. Why us? Competitive pay Medical, Dental, Vision Insurance nDORFins program designed to promote a healthy and active lifestyle 401K (and yes we match) Flexible Savings Accounts HSA and Dependent Care Basic Life and AD&D Insurance An atmosphere of learning, development & enrichment opportunities. Amazing discounts 50% OFF all dining/retail wine Free Family Meal Tickets to available shows And more OVERVIEW OF RESPONSIBILITIES ● Demonstrates strong organizational skills with an ability to prioritize and manage in a high volume / fast- paced environment ● Demonstrates strong communication skills, written and verbal, to professionally communicate to clients ● Support Sales Manager / Director throughout sales lifecycle to include the following: answering lead, follow up, and adjust proposals as need during contracting ● Support team lead follow up using the 3-day and 7-day templates ● Convert and turn down any unanswered leads after both follow-ups are sent ● Maintain organized Tripleseat tasks, update templates as needed, create and maintain picklists and sample proposals as needed ● Review and finalize all BEO detailing and Floorplans ● Maintain event binder with all printed materials ; Menus, entrée choice cards, mini-BEOs, staff assignments, station signage, station diagrams, staff sign-in, beverage logs, etc. in advance of Captain arrival ● Prepares for weekly BEO meeting by reviewing all events two weeks out and working with Sales Manager / Director to detail each BEO, maintain notes, updates, and communicate meeting follow up ● Maintain correspondence with client throughout event preparation and execution to ensure clients' needs are met and/or exceeded ● Support event set-up, staff arrival/ check in and vendor load in ● Responsible for ordering and managing all outside rentals; order, receive and organize rentals for pickup ● Works with all outside vendors and ensures a COI is on file in Tripleseat ● Responsible for inter-department communication. Participates in meetings with Programming Team to maintain up-to-date events calendar ● Supports Event Ops Manager to maintain an inventory list for private event equipment ● Runs Gratuity Reports and sends weekly email every Friday ● Sources and organizes post-event photos for marketing / sales use MINIMUM QUALIFICATIONS ● Minimum of 2 years' experience in event industry and/or equivalent relevant experience ● Must have exceptional interpersonal and guest service skills, with polished personal presentation ● Must be detail oriented with particular strength in time management and organization ● Strong computer skills including Word and Excel ● Excellent listening and presentation skills ● Team player ● Effective and professional verbal and written communication skills ● Ability to work a flexible schedule including nights, weekends, holidays as needed ● Bachelor's degree preferred About Us Wine, food, and live entertainment collide at City Winery to create a dynamic and incredibly unique workplace. Since 2008, City Winery has been turning heads across the nation with amazing live performances, delectable cuisine, and award-winning, locally produced wines. But there's more to us than that - we're a haven for community and creativity, a place where the philosophy of hospitality is more than just a buzzword, but a way of life. City Winery, founded by music industry veteran & visionary Michael Dorf, has established itself as a one-of-a-kind brand providing unforgettable experiences for guests. From world-class music venues to sustainably produced wines with ratings of 90+ points, City Winery offers a range of top-notch events & experiences. We are an equal opportunity employer and value diversity at City Winery. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Additionally, City Winery participates in the E-Verify Program in certain locations, as required by law.

Created: 2024-11-02