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

Paid Time Off

Dental Insurance

Vision Insurance

401k plan

Employee Discounts

Job Description

The Indigo Road Hospitality Group (IRHG) is a prominent hospitality company that values its employees as family members, fostering a supportive and engaging work environment. Founded in 2009 by Steve Palmer, IRHG has grown into a trusted name in the hospitality industry with over 30 locations that include a diverse range of restaurant concepts and boutique hotels. The company prides itself on providing generous benefits and opportunities for career growth within the organization. IRHG emphasizes the idea that by taking care of its team members, they can in turn deliver exceptional service and create memorable experiences for guests. This philosophy... Show More

Job Requirements

High school diploma or equivalent
Prior experience in event coordination or hospitality preferred
Proficient in Microsoft Office and event management software
Strong interpersonal and communication skills
Ability to respond to inquiries promptly within 24 hours
Detail-oriented with strong organizational skills
Ability to work flexible hours and manage multiple tasks
Knowledge of hospitality tax regulations preferred
Capability to work under pressure and meet deadlines

Job Qualifications

High school diploma or equivalent
Experience in event coordination or hospitality preferred
Strong organizational skills
Excellent communication skills
Ability to manage multiple projects simultaneously
Proficiency with event management software such as Tripleseat
Knowledge of billing, contracts, and budgeting in event settings
Ability to work collaboratively with clients and internal teams
Familiarity with hospitality industry standards and practices
Basic understanding of tax regulations related to hospitality events

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 an organized and timely manner
Develop and maintain an updated and detailed price sheet of all billable products and services that accurately reflects today’s costs and the company’s profit objectives
Negotiate final pricing, prepare contracts and secure customer signatures
Collect deposits as required based on deposit schedule set forth by The Indigo Road
Document final arrangements with clients on function sheet, including number attending, schedule of events and menu
Plan, organize, schedule and develop each event in collaboration with external clients and internal stakeholders
Manage budgets and communicate costs to clients
Regularly prepare packets with upcoming Banquet Event Orders (BEOs)
Provide special events servers with a copy of each BEO to understand event specifications
Requisition or obtain equipment and supplies needed for each event and bill clients accordingly for rental items outside the property scope
Inspect event spaces prior to event start and ensure setups conform to BEO
Greet clients before events and be present throughout to assist
Periodically check with clients during events to ensure satisfaction and address requests
Direct and assist staff during the event to ensure all details are met
Prepare and complete accurate final invoices and collect payments
Direct and supervise breakdown and cleanup after events
Account for all equipment and supplies and arrange returns as necessary
Maintain continuous communication and update booking platforms and coordinate with team members
Conduct marketing activities and follow up on leads
Reconcile and close events in a timely manner
Ensure compliance with tax breakdowns and billing reconciliations
Work closely with Lead Host to maximize event sales opportunities and strategic scheduling
Ensure event menus and details are finalized before events

Job Criteria

Experience

Mid Level (3-7 years)

Job Location

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