Event Coordinator

Louisville, KY, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $18.25 - $26.25

Work Schedule

Standard Hours

Benefits

competitive pay

Health Insurance

Dental Insurance

Vision Insurance

401k plan

Paid Time Off

Employee Discounts

Job Description

The Indigo Road Hospitality Group (IRHG) is a distinguished hospitality company committed to fostering a culture where employees are valued as family members and partners in an inspiring journey of hospitality excellence. Established in 2009 by Steve Palmer, IRHG has grown to encompass more than 30 locations, including a diversified portfolio of 15 restaurant concepts and boutique hotels. The group prioritizes its people, ensuring that taking care of staff translates into exceptional guest experiences. IRHG offers competitive salaries, comprehensive health benefits, and robust opportunities for personal and professional growth across its multiple locations. At IRHG, hospitality is viewed not just... Show More

Job Requirements

Complete Tripleseat training and understand how to maximize its benefits
Ensure Tripleseat and event guide are updated with menu and price changes
Conduct monthly audits to follow up on leads
Reach out to repeat clients from previous years
Respond to all event inquiries within 24-48 hours
Follow up with all leads 2-3 times before concluding
Properly block tables and communicate special notes in Open Table
Update and remove holds timely
Market to local businesses to promote events
Reconcile and close all events with final invoices within 24-48 hours
Match bills in Tripleseat with final Toast bills
Knowledge of South Carolina tax breakdowns on food, beverage, and service charges
Run and report deposits weekly
Follow up with thank you cards and client appreciation gestures
Provide market competition analysis
Track leads, bookings, and lost business weekly
Collaborate with Lead Host on event timing and sales
Complete menus for BEOs by deadlines
Email and print BEOs with payment and event details
Reprint any changed BEOs promptly.

Job Qualifications

Experience in event coordination or hospitality management
Excellent organizational and communication skills
Ability to manage multiple tasks and work under pressure
Proficiency with event management software such as Tripleseat
Basic knowledge of budgeting and financial reconciliation
Strong customer service and client relationship skills
Understanding of tax regulations for hospitality industry in South Carolina
Ability to work collaboratively with internal teams and clients
Detail-oriented with strong problem-solving abilities
Prior experience in marketing or sales within hospitality is a plus
Comfortable working in a fast-paced, dynamic environment
High school diploma or equivalent
Additional certifications in event planning or hospitality preferred.

Job Duties

Solicit and promote special event business through advertising, cold calling, contacting past customers, relationships with local businesses and other cost-effective activities
Respond to all inquiries within a 24-hour window
Prepare all required paperwork including forms, reports and schedules in a timely manner
Develop and maintain an updated and detailed price sheet of billable products and services
Negotiate final pricing, prepare contracts and secure customer signatures
Collect deposits based on company policies
Document final arrangements with clients on function sheets including event specifications
Plan, organize, schedule and develop each event with clients and internal stakeholders
Manage event budgets and communicate costs to clients
Prepare banquet event orders (BEOs) and ensure all event requirements are understood
Coordinate equipment and supply requisitions and billing
Inspect event spaces before events and oversee event execution
Greet clients, monitor satisfaction during events, assist staff as needed
Prepare final invoices and collect payments
Supervise event breakdown and cleanup ensuring all equipment and materials are accounted for
Conduct detailed audits and maintain database accuracy
Provide marketing support and feedback on competition
Collaborate closely with Lead Host to maximize event sales opportunities
Maintain up-to-date menus and pricing
Follow up with clients post-event.

Job Criteria

Experience

Mid Level (3-7 years)

Job Location

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