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Event Coordinator

Job Summary

The Event Coordinator will support the Event Producers on the AFE Sales team with daily office duties and event execution. Office duties include fielding inquiry calls, building proposals, coordinating vendors, and maintaining organized event files. Event execution involves helping onsite for load-in, load out, vendor management, timeline, and logistics of the event. The Event Coordinator will report to the Director of Sales.

Responsibilities

  • Attend weekly Sales Meetings
  • Provide office support to Event Producers
  • Assist in answering incoming phone calls
  • Field inquiries coming in via email or phone calls
  • Record necessary event inquiry information in Prospect Manager
  • Complete all tasks based on producer guidance and client deadlines
  • Build out proposals in Caterease
  • Place vendor and rental orders and ensure responsive turnaround time
  • Receive and check details of all vendor or rental orders
  • Upload confirmed vendor or rental tickets to Caterease
  • Reconfirm all vendor and rental orders prior to the event date
  • Create and send event contracts via DocuSign
  • Ensure event payment deadlines are met
  • Attend site visits with Producers as needed for additional support
  • Monitor statuses in Caterease accurately reflect event progress
  • Input event timelines into Caterease
  • Communicate project status, timelines, and delivery information to Producers
  • Assist in gathering final menu and final guest count confirmations
  • Make diagrams and keep up to date with any changes
  • Create menu signage
  • Maintain organized event files
  • Follow up with Producers to ensure that details are finalized prior to production or event closure
  • Attend weekly Production Meeting with all departments
  • Write event notes to send to event staff
  • Attend events as needed for additional support with load-in, event execution, and load-out
  • Responsible for invoicing events post-execution

Skills & Experience

  • Minimum of 1-year experience in the catering and/or event planning industry
  • Energetic, creative, and passionate about customer service and the event industry
  • Self-directed in a team environment
  • Ability to multitask efficiently
  • Thrives in a fast-paced, high volume work environment
  • Collaborative worker who trusts the expertise of fellow departments
  • Strong analytical and communication skills
  • Manages time, projects, and deadlines efficiently
  • Experience in the Microsoft Suite Products

Description of Package

  • This is an hourly paid position
  • Nights and weekend work required based on event schedule
  • Rate and benefits will be discussed with each candidate during the interview process
  • Click here to download the application.
  • Apply by sending your resume and a complete application to resumes@afehouston.com

Start Planning

Ready to start planning your event? Send us a message or give us a call at 713-527-8288