- Communication Skills
- Event Planning
- Customer Service
- Dental Insurance
- Stock Ownership Plan
- Health Insurance
- Paid Time Off
- Wellness Program
Mass. Bay Brewing Company (MBBC), parent company of Harpoon, UFO, Clown Shoes, Arctic Summer and City Roots, is seeking an Event Coordinator who will be directly involved in all aspects of planning and producing private events. Specifically, the Event Coordinator will field and respond to inquiries, work closely with each customer to plan all details of a private event, and directly participate in the production of the event. Further, the Event Coordinator will maintain communication with each customer through post-event follow-up.
Responsibilities include but are not limited to:
Events and Customer Service
Fielding inquiries, scheduling and overseeing events. Hosting meetings with potential event guests to demonstrate the space, describe event layout, and list out timing for an event that can work with the guests’ vision.
Responding to inquiries in a timely manner, maintaining communication via email or phone with event hosts, creating confirmations for event hosts, updating event confirmations as new information becomes available, reaching out to confirm upcoming events, and responding with thank you emails following the event.
Working with the Manager of Events to channel internal requests from Sales, Marketing, and other departments appropriately by generating cost prediction for the date and time of the requested event.
Coordinating guest vouchers, space or table reservations and private tour inquiries from MBBC employees by way of adding them to the events calendar and daily sheets. Communicating with MBBC employee liaison should the voucher visit not go as planned.
On-Site Event Management
Managing events ranging in size from 5 to 400 people in the Beer Hall or Tasting Room.
Ensuring the Beer Captains and space are cleaned, staged and prepared for the event.
Greeting the event host and escorting them to their event space. Providing event details to the host including open/token bar, catering location, tour times (if applicable), last call timing, payment processes, and event completion time.
Overseeing the Beer Captains' break schedule, bar duties and catering responsibilities during the event.
Processing event payment on Micros at the completion of event with host’s credit card, check or application of a deposit.
Pulling daily event revenue report from Micros and including report in the Manager-on-Duty’s Nightly Report document and drop. Providing a brief description of day’s events and any outstanding revenue amounts on Nightly Report document.
Processing and maintaining records of new event inquiries, guest vouchers, event invoices, deposits, gratuity vouchers, past confirmations, electronic records of event revenue and catering revenue.
Creating all Daily Sheets on clipboards for events in the upcoming week (Sunday – Saturday), hanging copies in Beer Hall Managers office as well as the kitchen. Printing event confirmations, catering orders, and catering dishware requirements sheet to include with appropriate clipboards.
Updating Event Ledger spreadsheet, Beer Hall Event Calendar, catering tracking spreadsheets, and Event Binder with receipts and event confirmation sheets.
Sending confirmation emails 2 weeks in advance to verify event details for all upcoming external events. Following up on any missing details and reconfirming head count/outside catering.
Maintaining communication with the Kitchen Manager and kitchen staff to update pretzel count for the following week.
Preparing Beer Captain transition list, event staff schedule and any additional floor plan diagrams as needed for larger Beer Hall buyout events.
Brainstorming and writing up new event proposals for internal ticketed events representing MBBC brands.
Creating and managing catering orders for MBBC employees during Festivals, Company Meetings, Beer Hall Staff Meetings and Saturday Staff Lunches. Assisting in the set-up and tear-down of these catering orders as needed.
Supporting the Beer Hall as needed by assisting Beer Captains in their daily responsibilities including but not limited to bar and floor service, selling tour tickets and answering customer service questions at the host stand, selling retail items, giving brewery tours, and providing knowledgeable explanations about our products.
Assisting with pretzel needs during events including running and bussing pretzels, taking pretzel orders, and any additional requests from the kitchen.
Maintaining an organized and clean kitchen shelving and catering space.
Maintaining stock and inventory of event items including but not limited to plates, b&b's, flatware, chairs, table feet, serving utensils, A/V equipment and event-specific decorations.
Additional duties as directed by the Beer Hall Manager of Events or Beer Hall General Manager.
Highly organized, detail-oriented and a problem solver; ability to anticipate problems and improve clarity
Enthusiastic and a positive attitude
Strong communication and customer service skills
Ability to take a thoughtful and purposeful approach to work
Experience in event coordination preferred
Variable hours that include night and weekend work
Prolonged standing, bending, stooping, twisting, lifting of products/supplies weighing up to 65 lbs.
OPPORTUNITIES & PERKS
Opportunity to be an integral part of a professional Events team working in a fast-paced and challenging setting. This is a full-time position with great benefits including health, dental, LTD, STD, ESOP, and paid vacation & holidays. This position also offers other perks including great co-workers, a friendly environment (pet-friendly as well!), an all-expense paid culture trip, participation in our unique Wellness Program, and, of course, amazing beer benefits!
POSITION: Event Coordinator
LOCATION: Boston, MA
SUPERVISOR: Manager of Events - Beer Hall
FLSA: Full-Time, Non-Exempt
JOB GRADE: Firkin