Event Coordinator

JOB TITLE: Event Coordinator

REPORTS TO: Event Sales Manager

JOB SUMMARY: The Event Coordinator acts as the key liaison between the Event Sales Manager, clients, staff, and 3rd Party vendors leading up to the event, ensuring that the client's needs are met. They are responsible for preparing all event documentation and coordinates with the Event Sales Manager and customer to ensure consistent, high level service through pre-event, event, and post-event phases.

ESSENTIAL RESPONSIBILITIES

PRIMARY

• Promote, work, and act in a manner consistent with the mission of A. Marshall Hospitality: "To make every person we interact with feel like family and to make every guest a fan."
• Coordinate and manage the on-site set-up and production of the event , as needed, ensuring the delivery of a high quality event.
• Works directly with the Restaurant General Manager and Event Sales Manager, to ensure accurate staff numbers scheduled for both onsite and offsite events, with the final approval from the General Manager required.
• Oversee inventory management of catering and event equipment and supplies. Partner with General Managers and the DOO when items need to be ordered.
• Keep P&L sheet up to date after each event is complete.

OPERATIONS

• Follow up with clients for final planning details 2 weeks to 2 days prior to event
• Assist in client follow up (emails, phone calls, etc.) addressing client needs while the Event Sales Manager, is out of office (vacation).
• Communicate with clients day-of to walk through the day-of event checklist. Many times, this will be done in-person to officially "hand off" the client to the in-house restaurant event staff.
• Attend and engage in required team and department meetings.
• Attend partial or full donation events as requested by your supervisors
• Quarterly check-ins with each restaurant location for inventory needs, checking vans, catering equipment and supplies to ensure they are being properly cared for.
• Assist in event supply requests for GM's and DOO's for ordering event supplies in a timely manner for events
• Assists in facilitating in person site visits and group tours for potential client bookings.
• Completes Event Operations Coordinator checklist when attending in person events.

TEAM MANAGEMENT

• Attend and assist the bi-annual Catering & Events training sessions for event leads for every A Marshall location which is lead by the Event Sales Managers. Helping to guide the teams on standards of performance that is required for offsite catering and internal event.
• Attend designated weekly management meetings to go over event logistics, timeline and duties for events.
• Manage event timeline to ensure duties are accomplished to the client's expectations via the BEO, event checklist, and the execution plan.

ESSENTIAL TOOLS & TECHNOLOGY

• Cash Register
• Aloha Point of Sale System depending on location
• R365: Restaurant Management Platform
• Tripleseat: Restaurant Event & Banquet Management Software
• Google for Business: Google Email, Google Drive, and Google Calendar
• Word Processing Software: Microsoft Word or Google Docs
• Spreadsheet Software: Microsoft Excel or Google Sheets

ESSENTIAL QUALIFICATIONS

• Be 21 years of age or older.
• Have reliable transportation to and from work.
• Must pass the federally mandated E-verify process.
• Must have an Alcoholic Beverage Commission (ABC) serving permit.
• Be able to reach, bend, stoop and frequently lift up to 50 pounds.
• Be able to work in a standing position for long periods of time (up to 10 hours).
• Be able to work weekend and evening shifts.

ESSENTIAL COMPETENCIES

• Must be able to communicate clearly with managers, kitchen and dining room personnel and guests.
• Excellent communication skills for dealing with diverse staff.
• Must be able to handle the pressures of simultaneously coordinating a wide range of activities and recommend appropriate solutions to restaurant problems.
• Self-discipline, initiative, leadership ability and outgoing.
• Pleasant, polite manner and a neat and clean appearance.
• Must have a basic knowledge of dining room and service procedures and functions.

ADDITIONAL REQUIREMENTS

• Must clock-in and clock-out for all hours worked.
• The Event Coordinator position is both a remote and on-site position based on day to day needs for the catering teams. This person will float between our Middle Tennessee & Chattanooga locations as needed but will also work remotely on finalizing logistics for multiple locations.