<p>Event Coordinator</p> <p>Hospitality Starts Here:</p> <p>Welcome to The Indigo Road Hospitality Group (IRHG), where hospitality is more than a job; it's a family, a lifestyle, and an exciting journey. We believe that by taking care of you, you'll best take care of our guests. It's working. In addition to generous benefits and job openings across 30+ locations, we have internal growth opportunities for everyone who wants it. But most of all, we have heart!</p> <p>Why Us:</p> <p>Founded in 2009 by Steve Palmer, IRHG sets itself apart in the industry by fostering an environment where our people come first. We want to meet you. Come join us in our mission to change the hospitality industry, forever.</p> <p>The Role:</p> <p>We are currently seeking an Event Coordinator to support the day-to-day operations of our team. This position performs a variety of administrative duties and organizational tasks as well as being extremely organized and an effective communicator, which will allow the rest of the crew to get their jobs done well, you don't miss a beat!</p> <p>What we will ask of you:</p> <ul> <li>Solicit and promote special event business through advertising, cold calling, contacting past customers, relationships with local businesses and other cost-effective activities. </li><li>Respond to all inquiries within a 24-hour window. </li><li>Prepare all required paperwork, including forms, reports and schedules in an organized and timely manner. </li><li>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. </li><li>Negotiate final pricing, prepare contracts and secure customer signatures. </li><li>Collect deposits as required based on deposit schedule set forth by The Indigo Road </li><li>Document final arrangements with clients on function sheet. Obtain all specifications and pertinent information concerning the event, including but not limited to, number attending, schedule of events and menu. </li><li>Planning, organizing, scheduling and developing each event in collaboration with external clients and internal stakeholders. </li><li>Managing the budget and communicating costs to clients. </li><li>Managing the Event sales budget and communicating costs to clients. </li><li>Regularly put together packets with upcoming Banquet Event Orders (BEOs) and have thorough understanding of all requirements on upcoming scheduled events. </li><li>Provide special events servers with a copy of each BEO to gain a thorough understanding of event specifications prior to the event. </li><li>Requisition or obtain equipment and supplies needed for each event, ensuring that they meet clients' expectations and requirements. Bill the client accordingly for rental items outside the scope of what is included on property. </li><li>For all Restaurant Buy-outs, inspect event spaces prior to the start of each event - check room setup, menu, service staff, etc. conforms to BEO. </li><li>Greet client prior to the start of each event for buy-outs and be present throughout the event to assist where needed. </li><li>Periodically check with clients to ensure satisfaction and respond to any requests that arise the night of. </li><li>Continually observe, direct, and assist staff where necessary during the entire event. Ensure that all the details as per the functions sheet are performed. </li><li>Prepare and complete an accurate bill or final invoice to the client at the completion of the function and collect final payment. If another payment arrangement has been made, have the terms noted on the BEO. </li><li>Direct and supervise breakdown and cleanup after the event. Account for all equipment and supplies. Return restaurant items to storage areas. Return or arrange for return of rented materials. </li></ul> <p>Requirements for Success:</p> <ul> <li>Complete Tripleseat training and understand how to maximize its benefits to keep records, communicate with guests, and build out BEOS. </li><li>Ensure Tripleseat and the event guide is ALWAYS updated with menu and price changes. </li><li>Conduct monthly audits to ensure all leads are followed up, this entails at this reaching out to a client two-three times before turning it down. </li><li>Review previous year's clients, reach out to repeat guests. </li><li>Answer all event inquiries within 24-48 hours regardless of if space is available. </li><li>The first touch should include an email response and phone call. </li><li>All leads should be followed up 2-3 times before moving on to another inquiry. </li><li>Properly blocking tables and communicating in Open Table any special notes </li><li>Updating and removing any holds in a timely manner for a lead that did not book. </li><li>Reach out to groups of 10 or more to offer the option of nonprivate sales. </li><li>Grassroot marketing to local businesses to promote business dinners, and holiday events. Work with the internal marketing manager on any necessary collateral. </li><li>Reconcile and close all events within a 24-48 hour window and send client final invoice email through Tripleseat. </li><li>Ensure bills in Tripleseat match final bill from Toast. </li><li>Have knowledge of tax breakdown for South Carolina and how and what is taxed when it comes to food, beverage, non-food + beverage items, fees and service charges. </li><li>Run and report all deposits Tuesdays of every week </li><li>Follow up with events with thank you cards and/ surprise and delights. </li><li>Provide details on different comp sets in town as new competition opens in the surrounding market. </li><li>Have a vast understanding as to the number of leads coming through, events booked why you are losing business on a weekly basis. Speak to leads, books and lost events weekly. </li><li>Work closely with the Lead Host on opportunities for event sales. </li><li>Work with Lead Host to ensure timing of events and large parties are placed strategically to maximize sales </li><li>Ensure all menus for BEOS for the upcoming week are completed by the previous Friday Manager meeting. Each event should be reviewed twice leading up to an event. </li><li>Email and print BEOS for BOH- Provide details pertaining to payment, S&Ds, host name, etc. </li><li>Email and reprint any changed BEOS for the kitchen. </li></ul> <p>Benefits:</p> <ul> <li>Competitive Pay: Competitive base pay, health benefits, and PTO benefits after 90 days [for full-time employee's]. </li><li>Health & Wellness: Comprehensive health insurance coverage, including medical, dental, vision, and more. </li><li>Financial Planning: Access to a 401K plan with a 50% match on your first 6% investment, along with Roth options. </li><li>Home Loan Program: We offer a zero-interest housing loan program to help you achieve your dream of home ownership. </li><li>Employee Discounts: Enjoy discounts at our 15 restaurant concepts and growing boutique hotels division. </li><li>Family Time: Benefit from 4 weeks of PTO for maternity/paternity leave. </li></ul> <p>The above job description is not an exhaustive list of all the duties and responsibilities of the position, nor should it be construed as a contract.</p> <p>The Indigo Road Hospitality Group is an equal opportunity employer. We will not discriminate against employees or applicants for employment on any basis prohibited by federal, state, or local laws. This policy governs all aspects of employment, including selection, job assignment, compensation, promotion, discipline, termination, and access to benefits and training.</p>