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 has helped IRHG to establish a strong culture of hospitality, innovation, and teamwork that continually seeks to revolutionize the industry.
The role of Event Coordinator at The Indigo Road Hospitality Group involves supporting daily operations and ensuring seamless execution of events. This position requires a highly organized individual who excels in communication and administrative duties, enabling the rest of the team to perform their responsibilities effectively without missing any critical details. The Event Coordinator will play a critical role in soliciting and promoting special event business through advertising, cold calling, and maintaining relationships with past customers and local businesses. Responding promptly to inquiries within a 24-hour window is essential to maximize booking opportunities.
As part of this role, the Event Coordinator will manage paperwork, reports, schedules, and detailed price sheets to reflect current costs and profit goals. Contract negotiation and deposit collection are key aspects of the job to secure event commitments. The coordinator will collaborate closely with external clients and internal stakeholders in planning, organizing, scheduling, and developing events, ensuring all requirements are met and budgets are managed effectively. Regular preparation and distribution of Banquet Event Orders (BEOs) is required, along with coordination of equipment, supplies, and staffing to meet client expectations.
The Event Coordinator will also oversee inspections of event spaces, greet clients during events, assist staff, and handle billing and final payments. Maintaining up-to-date platforms such as Tripleseat and OpenTable for managing bookings and special notes is necessary for smooth operations. Monthly audits and lead follow-ups ensure no potential client is overlooked while grassroots marketing efforts with the marketing manager support business growth. The position demands thorough knowledge of tax regulations, billing reconciliation between systems, and final invoice preparation.
This full-time position offers competitive pay, including a base salary with health benefits and paid time off after 90 days of employment. The role is perfect for someone passionate about event planning, client service, and working in a dynamic, people-first company culture. With comprehensive benefits like health coverage, 401K plans with company match, zero-interest home loans, employee discounts, and generous family leave, The Indigo Road Hospitality Group not only supports its customers but truly invests in the wellbeing and development of its team members. Joining IRHG as an Event Coordinator means becoming part of a hospitality family committed to changing the industry for the better.
The role of Event Coordinator at The Indigo Road Hospitality Group involves supporting daily operations and ensuring seamless execution of events. This position requires a highly organized individual who excels in communication and administrative duties, enabling the rest of the team to perform their responsibilities effectively without missing any critical details. The Event Coordinator will play a critical role in soliciting and promoting special event business through advertising, cold calling, and maintaining relationships with past customers and local businesses. Responding promptly to inquiries within a 24-hour window is essential to maximize booking opportunities.
As part of this role, the Event Coordinator will manage paperwork, reports, schedules, and detailed price sheets to reflect current costs and profit goals. Contract negotiation and deposit collection are key aspects of the job to secure event commitments. The coordinator will collaborate closely with external clients and internal stakeholders in planning, organizing, scheduling, and developing events, ensuring all requirements are met and budgets are managed effectively. Regular preparation and distribution of Banquet Event Orders (BEOs) is required, along with coordination of equipment, supplies, and staffing to meet client expectations.
The Event Coordinator will also oversee inspections of event spaces, greet clients during events, assist staff, and handle billing and final payments. Maintaining up-to-date platforms such as Tripleseat and OpenTable for managing bookings and special notes is necessary for smooth operations. Monthly audits and lead follow-ups ensure no potential client is overlooked while grassroots marketing efforts with the marketing manager support business growth. The position demands thorough knowledge of tax regulations, billing reconciliation between systems, and final invoice preparation.
This full-time position offers competitive pay, including a base salary with health benefits and paid time off after 90 days of employment. The role is perfect for someone passionate about event planning, client service, and working in a dynamic, people-first company culture. With comprehensive benefits like health coverage, 401K plans with company match, zero-interest home loans, employee discounts, and generous family leave, The Indigo Road Hospitality Group not only supports its customers but truly invests in the wellbeing and development of its team members. Joining IRHG as an Event Coordinator means becoming part of a hospitality family committed to changing the industry for the better.
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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