Private Events Coordinator

Private Events Coordinator

Job description

Essential Functions:

· Confirms, coordinates, and communicates event service details and requirements for all meetings and events including room specifications, catering requests, and costs to clients.

· Ensures all clients’ expectations are met.

· Works closely with Private Event Sales Manager during booking and turnover process

· Works closely with Chef and Catering Specialist during planning process

· Checks event space before start of events to ensure all requirements are met; coordinates last minute changes as needed.

· Serves as liaison with vendors on event related matters.

· Event Day Management including nights and weekends.

· Attends and participates in weekly meetings including Sales and Operations meetings.

· Maintains regular communication with all Zoo departments.

· Solicits client feedback.

· Ability to work with limited supervision.

· Follows standard operating procedures.

· Work with Zoo marketing department for social media content.

· Performs other duties as assigned.

· Responsible for executing all private events booked through Mane Events Catering.

· Schedules staff to maintain service standards, while maximizing profit.

· Oversee, supervise, and coordinate banquet set up including room, linens, food, etc.

Skills/Behavior:

· Critical thinking/Problem Solving.

· Written and oral communication Proficiency.

· Detail oriented.

· Stress Management/Composure

· Organizational and computer skills

· Ability to manage multiple work assignments and projects at the same time.

· Flexibility

· Teamwork

Minimum Education and Experience:

· Bachelor's degree in hospitality or related field or equivalent experience.

· Minimum 2 or more years in event planning and coordination

· Preferred Education and Experience:

· Proficiency in catering software such as Caterease

· Knowledge of menu planning and banquet standards

· Working knowledge of event space

Supervisory Responsibility: This position has no supervisory responsibilities.

Work Environment

· This job is located within the Zoo, which is a professional setting as well as an outdoor setting at times.

Physical Demands

· Ability to stand and walk for long periods of time, bending, carrying, lifting and/or moving up to 50lbs. Lifting /moving event items, i.e., tables and chairs is possible at times.

Expected Hours of Work:

· This is a full-time salary position which requires evening and weekend work.

Other Duties

· Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Compensation:

· $45,000

Please note that this job description is not exhaustive and additional duties may be assigned, or existing duties may be modified, at any time to meet the needs of the organization.

Memphis Zoo is a drug free workplace.

Qualifications:

· Critical thinking/Problem Solving

· Written and oral communication Proficiency

· Detail oriented.

· Stress Management/Composure

· Organizational and computer skills

· Ability to manage multiple work assignments and projects at the same time.

· Flexibility

· Bachelor's degree in hospitality or related field or equivalent experience

· Minimum 2 or more years in event planning and coordination

· Ability to stand and walk for long periods of time, bending, carrying, lifting and/or moving up to 50lbs.

· Lifting /moving event items, i.e., tables and chairs are possible at times.

Responsibilities:

· Confirms, coordinates, and communicates event service details and requirements for all meetings and events including room specifications, catering requests, and costs to clients.

· Ensures all clients’ expectations are met.

· Works closely with Private Event Sales Manager during booking and turnover process

· Works closely with Chef and Catering Specialist during planning process

· Checks event space before start of events to ensure all requirements are met; coordinates last minute changes as needed.

· Serves as liaison with vendors on event related matters.

· Event Day Management including nights and weekends.

· Attends and participates in weekly meetings including Sales and Operations meetings.

· Maintains regular communication with all Zoo departments.

· Solicits client feedback.

· Ability to work with limited supervision.

· Follows standard operating procedures.

· Work with Zoo marketing department for social media content.

· Performs other duties as assigned.

· Responsible for executing all events booked through Mane Events Catering

· Must direct and motivate team while assisting in providing high quality service based on requirements and standards.

· Provides clear and concise communications to others that have ownership in the success of Zoo events. Understand the impact of Catering operations for the overall success of events and manage activities to maximize guest satisfaction.

· Responsible for training, managing, evaluating performance, coaching and scheduling banquets team; addressing and resolving issues.

· Schedules staff to maintain service standards, while maximizing profit.

· Oversee, Supervise and coordinates banquet set up including room, food, linens, etc.

· Monitor overall event areas for cleanliness and any maintenance issues.

· Works with custodial and/or maintenance to address areas that need attention.

· Ensures events are on time, quality of product and level of service is delivered.

· Create and implement service standards.

· Responsible for maintaining inventory (non-food) and storage areas, as well as proposals for significant expenditures such as equipment, etc.

· Manages liquor ordering and inventory pre, during and post events.