Event Coordinator

JOB SUMMARYThe Event Coordinator supports the Event Producers on the A Fare Extraordinaire Sales Team by managing daily administrative tasks and contributing to seamless event execution. Responsibilities include fielding client inquiries, building proposals, coordinating vendor and rental orders, and maintaining organized event files. The role also provides onsite support during events, assisting with vendor management, timeline execution, and overall client service. The Event Coordinator will report to the Director of Sales.For best consideration, apply directly by sending a resume and introductory email to resumes @ afehouston .com with the subject line: I read the Event Coordinator job description on LinkedIn. RESPONSIBILITIESProvide administrative support to Event ProducersAnswer incoming inquiries via phone and emailRecord event inquiry information in Prospect ManagerMaintain organized and up-to-date event filesPrepare for and attend weekly meetingsBuild proposals in catering software, CatereaseInput event timelines and monitor statuses in Caterease to reflect progressUpload confirmed vendor and rental tickets to CatereaseCreate and send event contracts via DocuSignDraft and distribute event notes to service staffComplete tasks based on Event Producer guidance and client deadlinesPlace vendor and rental orders, ensuring accuracyAssist in gathering final menus and guest count confirmationsEnsure event payment deadlines are metCommunicate project status, timelines, and delivery information to key stakeholdersAttend client meetings and site visits with Event Producers as neededAssist with event design, including making diagrams, mood boards, and event signageAttend events to assist with load-in, execution, and load-outInvoice events post executionSKILLS & EXPERIENCEBachelor's degree in Hospitality, Communications, Business, or related field preferred; equivalent work experience consideredPrevious experience in events, hospitality, or catering industries preferredExperience with Adobe Suite, Canva, Social Tables or AllSeated a plusStrong organizational skills with the ability to manage multiple tasks and prioritize based on deadlines and importanceProficiency in database entry and comfort learning new event management software (experience with Caterease or similar systems a plus)Excellent written communication skills with accuracy in grammar, spelling, and punctuationPersonable, professional demeanor with the ability to work effectively across departments and with a wide variety of clients and vendorsProactive, adaptable, and solutions-oriented, with strong attention to detailAbility to work evenings, weekends, and extended hours as needed for event executionDESCRIPTION OF PACKAGEThis is a salaried, exempt positionOffice hours are Monday – Friday, 9 AM – 5 PMNights and weekend work required based on event scheduleHealth, vision, dental and life insurance, PTO, mileage and cell phone reimbursement, and 401K matching offered

Created: 2025-09-14