Job Description
JOB TITLE: Events Coordinator
DEPARTMENT: Event Sales
RESPONSIBLE TO: Head of Event Sales
1. Primary Role
The Events Coordinator is responsible for providing support to the Events Managers and HOD in managing the selling and detailing of events, across all segments.
2. Essential Functions
The Events Coordinator will consistently demonstrate Firmdale Core Values - Attention to Detail, Enthusiasm, Passion, Relationships and Resilience - while executing primary duties including but not limited to the following essential functions:
The focus of the role will be to receive and communicate inquiries, maintain departmental systems, and detail meeting spaces, food & beverage and special concessions and assist with administration of the department
Field initial inquiries, providing preliminary information to clients via email or phone, and qualifying leads across segments
Organize details and accurately compile Banquet Event Orders
Generate daily, weekly and monthly reports and distributing to team as appropriate
Assists with preparing sales proposals and contracts as needed, occasionally communicating with clients on Manager’s or HOD’s behalf
Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to accurately reflect the details of each confirmed booking.
Produce and send receipts and invoices to clients for deposits and final billing.
Distribute BEOs for group and affiliates 6-12 days prior to events
Participate in site visits and planning meetings for upcoming events as needed
Assist managers in scheduling appointments, and coordinating rentals and specialty items for events as required
Format and print menus and place cards as specified in the BEOs
Prepare floor plans, seating charts, and setup layouts for all event spaces
Collaborate with the operations team to record and file monthly inventory counts for event equipment
Monitor and track client booking patterns and trends
3. Required Education/Experience:
2+ years of experience in customer service, ideally in a luxury hotel environment.
A BA/ BS degree in hospitality, business a related field or a career path of internal growth in hospitality.
Proven success in managing an outstanding product and guest experiences.
4. Required Knowledge/Skills
Exceptional interpersonal skills for positive and effective communication with a diverse population including complaint resolution
Excellent verbal and written communication skills
Extremely organized and efficient in planning, prioritizing and executing a complex workload
Must be flexible to adapt to changing business needs and/or ad hoc projects
Must be adept at multi-tasking and managing multiple priorities in a fast-paced environment
Proficient in all Microsoft Office applications, Opera and SalesForce
Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis
5. Physical Requirements
Ability to research, read, review, enter and retrieve information from computer and hard copies.
Speak, read, write and understand the primary language(s) used in the workplace.
Prolonged standing, walking and bending in addition to sitting in front of a computer.
Regular communications in person, writing and by telephone.
Perform work, and be present, on Hotel premises to ensure satisfaction of clients considering an event and those already booked.
If you require alternative methods of application or screening, you must approach the employer directly to request this as Indeed is not responsible for the employer's application process.
DEPARTMENT: Event Sales
RESPONSIBLE TO: Head of Event Sales
1. Primary Role
The Events Coordinator is responsible for providing support to the Events Managers and HOD in managing the selling and detailing of events, across all segments.
2. Essential Functions
The Events Coordinator will consistently demonstrate Firmdale Core Values - Attention to Detail, Enthusiasm, Passion, Relationships and Resilience - while executing primary duties including but not limited to the following essential functions:
The focus of the role will be to receive and communicate inquiries, maintain departmental systems, and detail meeting spaces, food & beverage and special concessions and assist with administration of the department
Field initial inquiries, providing preliminary information to clients via email or phone, and qualifying leads across segments
Organize details and accurately compile Banquet Event Orders
Generate daily, weekly and monthly reports and distributing to team as appropriate
Assists with preparing sales proposals and contracts as needed, occasionally communicating with clients on Manager’s or HOD’s behalf
Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to accurately reflect the details of each confirmed booking.
Produce and send receipts and invoices to clients for deposits and final billing.
Distribute BEOs for group and affiliates 6-12 days prior to events
Participate in site visits and planning meetings for upcoming events as needed
Assist managers in scheduling appointments, and coordinating rentals and specialty items for events as required
Format and print menus and place cards as specified in the BEOs
Prepare floor plans, seating charts, and setup layouts for all event spaces
Collaborate with the operations team to record and file monthly inventory counts for event equipment
Monitor and track client booking patterns and trends
3. Required Education/Experience:
2+ years of experience in customer service, ideally in a luxury hotel environment.
A BA/ BS degree in hospitality, business a related field or a career path of internal growth in hospitality.
Proven success in managing an outstanding product and guest experiences.
4. Required Knowledge/Skills
Exceptional interpersonal skills for positive and effective communication with a diverse population including complaint resolution
Excellent verbal and written communication skills
Extremely organized and efficient in planning, prioritizing and executing a complex workload
Must be flexible to adapt to changing business needs and/or ad hoc projects
Must be adept at multi-tasking and managing multiple priorities in a fast-paced environment
Proficient in all Microsoft Office applications, Opera and SalesForce
Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis
5. Physical Requirements
Ability to research, read, review, enter and retrieve information from computer and hard copies.
Speak, read, write and understand the primary language(s) used in the workplace.
Prolonged standing, walking and bending in addition to sitting in front of a computer.
Regular communications in person, writing and by telephone.
Perform work, and be present, on Hotel premises to ensure satisfaction of clients considering an event and those already booked.
If you require alternative methods of application or screening, you must approach the employer directly to request this as Indeed is not responsible for the employer's application process.
💡 Quick Summary
Seeking a career-building opportunity? The Events Coordinator position is now open for candidates interested in the Hotel Jobs sector. This role in New York City offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Hotel Jobs is a plus.
