EVENTS COORDINATOR

JOB DESCRIPTION

Working in an industry that is constantly evolving and changing with market trends requires adaptability. The Sales Coordinator is a position that will work to keep all sales and operating procedures organized, well-timed and detail oriented. Because of the variable nature of the position, the successful event planner is a master of time management, flexibility, and interpersonal relations especially when handling with multiple clients and events simultaneously. It is important that you understand the expectation set by THE WILD THYME COMPANY’s Mission Statement, “The Wild Thyme Way”, Core Values “Passion for Food, Passion for Service” and “Words We Live By”.

You are to ensure that the following goals are met:

• Event Production 
  1. Pre-Event
     • Accept handoff responsibility of clients for event production
     • Ability to fully operate an event from preliminary planning, to production, to execution 
     • Request/place equipment rental orders, review and approve
     • Ensure that all documents related to a specific event are logged, filed and organized to utilize at any time during the planning process 
     • Ensure that the photos from each tasting are uploaded into TPP event file 
     • Prepare food signs for events or coordinate with graphic design for signs as needed
  2. Operations
     • Prepare/communicate revisions to clients and internal departments
     • Act as liaison between sales department and culinary/operations teams
     • Attend weekly production meetings as required
     • Effectively translate contracted events into load lists and other production needs 
  3. Venues & Frequently Visited Sites
     • Stay up to date on TWTC venue policies, restrictions, and BOH/FOH set ups
     • Work closely with venue managers regarding event timing and set up
     • Develop floor plans and detailed setup instructions for each event
• Client & Vendor Relations 
  1. Ability to act on behalf of the Wedding Sales Specialist when asked questions by clients
  2. Ability to book/contract other outside vendors as needed 
  3. Conduct timely handwritten or email follow-ups post-event
  4. Maintain good relations with current clients and potential relationships
  5. Act as on-site liaison at events for clients, event manager and venue directors 
  6. Follow up with Wedding Sales Specialist to resolve client concerns
• Sales Management 
  1. Support the Sales Specialist(s) activities for selling products and services to current and potential clients 
  2. Support action plans and schedules to achieve sales goals of Sales Specialist(s)
• Financial 
  1. Manage/track client payments
  2. Collect 2nd and 3rd (final payments) from clients
  3. Responsible for post event analysis and final billing 
  4. Confirm actual server and labor hours and invoice client for any outstanding balance
• Marketing Efforts
  1. Export Total Party Planner email list monthly
  2. Use Adobe Illustrator, Canva, or Word to create event signs and materials for specific events and themes
  3. Assist with Client surveys
  4. Manage photo library 
  5. Ability and willingness to attend events
• Administrative 
  1.  Answer phones/receive sales inquiries
  2. Prepare and set up room for Sales Specialist meetings/tastings with potential clients 
  3. May lead and direct the work of others
  4. Other duties as assigned
  5. Handle some “House” sales accounts, including, but not limited to: 
     • Everything But The Bird 
     • Holiday Feast