Sales & Events Coordinator

Job Title: Events Coordinator 

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Position Status Regular – Full time 

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Classification Exempt

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Reports to: Carolina Data, DOS

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Events Coordinator Job Responsibilities

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Responsibilities include but are not limited to all events’ production, direct sales, lead assignment, 

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reservation assistance, contract and BEO generation, billing reconciliation, and reporting.

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The employee will be expected to work 50 hours weekly (schedule is subject to change as

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future business dictates)

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Essential Duties & Responsibilities

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• Directly support, report, and assist the Corporate Director of Event Sales including coverage 

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during site visits and time off

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• Handles incoming calls for Sales Department and filters accordingly

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• Coordinate all event details with Sales, Food & Beverage, Operations, and Administrative 

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Departments once the sale has been finalized.

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• Uploads all pertinent information into the system (Triple seat) Menus- Floorplans -Order 

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Sheets -Menu Cards by due dates as listed on CHOTTO MATTE policies

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• Act as the liaison between the Company and approved third-party vendors placing orders 

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and coordinating deliveries (i.e cakes, floral, specialty linens, entertainment, etc.).

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• Develop comprehensive knowledge of product offerings, product enhancements, pricing, 

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and scripting for all chalet Restaurant group products.

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• Serve as the expert for all guest requests, with a focus on ensuring that all commitments can 

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be executed by the operations team based on past event success.

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• Coordinate all components of the event including final guest counts, bar packages, 

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entertainment, special floor charts, and other special event orders.

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• Drive incremental revenue through Upsells to guests and accurately markup all invoices from 

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outside vendors to clients per standard margin requirements.

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• Demonstrate excellence in communicating internally with the General Managers and 

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Operations teams to ensure the vision of the client is thoroughly reflected in all operations 

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notes and executed properly onboard.

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• Act as a resource for the account managers for any questions related to events, such as 

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general floor plan questions, food servicing timing, and enhancements inquiries.

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• Document guest interaction in Triple seat, with an emphasis on inputting detailed notes and 

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staying on top of all tasks that have been set.

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• Attends weekly “BEO meetings” as an event expert to discuss upcoming events and 

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site inspections.

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• Attend all pertinent meetings as requested by management.

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• Ensure guests are billed correctly for all services provided according to the signed contracted 

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event

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• Maintain good organizational skills through time management, setting priorities, and 

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accurate paperwork.

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• Maintain up-to-date competitive analysis for region showcasing the offerings and pricing of 

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local competitors.

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• Special projects as assigned including sales and execution of smaller events

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Requirements & Qualifications

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• Bachelor’s degree in a discipline related to the work of the position required OR equivalent 

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experience required Able to communicate effectively in oral and written form

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• Ability to maintain a high level of organization and ability to handle multiple tasks/projects at 

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one time

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• Must be detail-oriented with the ability to quickly adapt to changing event conditions

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• Must be able to work effectively in a fast-paced environment and meet deadlines

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• Able to establish and maintain effective working relationships

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• Technologically inclined proficient in Microsoft Office (Excel- PowerPoint)

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• Knowledge of Triple seat, Canva, Adobe Suite , TOAST, 7 ROOMS, Opentable.

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• Must be able to work a flexible schedule as the business demands (nights, occasional weekends).