Event Coordinator/Office Manager
Who we are:
We are an upscale billiards club located in the Flatiron district where gaming, food and drinks come together under one roof. We strive to create the best gaming experience for our guests.
We are looking for a new full time Event Coordinator/Office Manager to join our dedicated team. We are a busy establishment hosting over 200 events, with that number growing every year.
Who you are:
You are a passionate voice for our event clients and want to host successful, memorable and fun corporate or social events. You have a strong work ethic and go above and beyond to make sure all expectations are managed and met. You create an experience for the client from the moment you speak with them on the phone to the post event email. You take great ownership in your work and you’re not surprised when your client reaches out to book another event.
You thrive as an independent worker, yet easily transition into a team environment to work cohesively with our managers. You’re not afraid to learn the ropes of other roles to broaden your understanding of our establishment in order to help out the team when needed and take initiative in projects from start to finish in great organizational detail. A challenge is always welcome to flex your brain muscles.
Act as main contact for clients from initial contact up through event conclusions (including scheduling appointments, answering questions, leading meetings and walk-throughs, coordinating catering and food menus, creating floor plans, creating contracts and taking payments)
Develop and maintain marketing materials (events brochure, posters, etc.)
Ensure compliance with insurance, legal, health and safety obligations
Specify staff requirements and coordinate their activities directly with the General Manager
Proactively handle any arising issues and troubleshoot any emerging problems on the event day
Update and maintain events section on our website
Office Admin Support
Entering invoices, paying and scheduling bills, accounting through QuickBooks
Social Media management (taking pictures, researching trends, reaching out to influencers)
Kitchen Inventory, food purchasing/receiving, analyze food costs, menus and recipe management
Assistant with facilities improvement and maintenance
Coordinate in-house events for our members
Additional daily office duties
The Event Sales Coordinator is responsible for providing support in the following areas: (1) event sales and marketing (50%); (2) administrative support, special projects (30%) and (3) social media and digital marketing efforts (20%).
Other requirements, skills and qualities:
Proven 1 year of event management experience
Excellent time management and communication (verbal and written)
Knowledge of social media platforms (Facebook, Twitter, Instagram)
MS Office, Google Suite proficiency
Basic accounting knowledge
Project management 1 year
Familiarity with Illustrator and Photoshop a plus
Possession of NYC Food Protection Certificate a plus
The schedule is Monday through Friday, 11am-7pm (with willingness to extend to oversee some events outside of normal work hours).
Please email a resume and brief cover letter detailing your experience and interest in the position.