Event Coordinator - (Expired Job)

A Fare Extraordinaire is a premier event planning and catering company renowned for its dedication to delivering exceptional experiences for its clients. With a longstanding reputation in the hospitality and event industry, the company specializes in curating unforgettable events, ranging from intimate gatherings to grand celebrations. The firm prides itself on personalized service, creative event design, and flawless execution, ensuring that every aspect of an event exceeds client expectations. Known for its innovative approach to event management and high standards of quality, A Fare Extraordinaire continues to establish itself as a leader in the competitive Houston market, making it a sought-after partner for weddings, corporate events, social functions, and galas.

The Event Coordinator position at A Fare Extraordinaire is an integral part of the Sales Team, functioning under the guidance of the Event Producers and reporting directly to the Director of Sales. This salaried and exempt role involves a blend of administrative expertise, client interaction, vendor coordination, and hands-on event support. Working primarily during office hours from Monday to Friday, 9 AM to 5 PM, the role also requires flexibility to accommodate nights, weekends, and extended hours to ensure successful event execution.

The Event Coordinator’s responsibilities are multifaceted, focusing on supporting Event Producers by managing daily administrative duties such as fielding client inquiries via phone and email, maintaining detailed and organized event files, and inputting important event data into catering software like Caterease. They are also responsible for building proposals, preparing event timelines, uploading vendor and rental tickets, and managing contracts through DocuSign. These tasks require precision and a detail-oriented mindset to ensure every event component is accounted for and progresses smoothly.

Beyond administrative support, the Event Coordinator plays a vital on-site role during events, assisting with vendor coordination, timeline adherence, and ensuring seamless client service throughout the event lifecycle. Their involvement in event design enhances the aesthetic and functional components of events through the creation of diagrams, mood boards, and signage. This position demands strong organizational skills, an ability to multitask under pressure, and a proactive, adaptable approach to problem-solving.

Successful candidates should possess excellent communication abilities, a professional and personable demeanor, and comfort working across various departments and interacting with diverse clients and vendors. Experience with event management systems such as Caterease, along with knowledge of design software including Adobe Suite and Canva, is highly beneficial. The role also offers practical perks including health, vision, dental, and life insurance; paid time off; mileage and cell phone reimbursement; and 401K matching.

This position is ideal for individuals passionate about events and hospitality who thrive in dynamic environments and are keen to contribute to the delivery of extraordinary event experiences. Those interested in advancing their careers in event coordination and project management will find this opportunity rewarding both professionally and personally.