Top 1 Event coordinator Jobs in Keene, Ca

Venue Coordinator
Cesar Chavez Foundation —Keene, CA
- $24 an hour
- ServSafe
- Mid-level
- Recruiting
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8d

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Venue Coordinator

Cesar Chavez Foundation -
Keene, CA

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Job Details

$24 an hour
8 days ago

Qualifications

Customer communication

Full Job Description

Summary

This is a new function of our growing conferencing and event space. Responsibilities may be removed or added based on the needs of our growing establishment. Additional training may be required as our level and quality of service and hospitality is enhanced.

The Venue Coordinator plays a pivotal role in orchestrating and conducting memorable and seamless events at our venue locations. This role oversees all aspects of meeting and events from planning to breakdown, ensuring that all aspects run smoothly and meet the highest standards of quality. Strong leadership, communication skills, and attention to detail are essential for delivering exceptional guest experiences in this role.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Pre-Meeting/Event Planning:

Collaborates with event planners or organizers to understand event requirements, including guest count, timeline, seating arrangements, and menu.
Collects appropriate meeting and event information and develops a plan.
Conducts pre-event briefings with the front-of-house staff to review responsibilities, expectations, and any specific instructions for the event.
Provides coaching, direction, and possible training of front-of-house event staff.
Coordinates with kitchen staff to ensure timely preparation and delivery of food and beverages.
Develops and shares event quotes with the client, while managing follow-up communication and pricing adjustments.
Is partially responsible for event sales, in conjunction with the Executive Chef and the rest of the Sales team.

Meeting & Event Setup:

Oversees the setup plan for tables, chairs, linens, centerpieces, and other decorations according to the event plan.
Creates staffing needs with the Facilities team and coordinates their tasks and participation when they are scheduled to support hospitality.
Coordinates staff tasks during the event while being present and responsive to client needs.
Conducts walk-through to ensure that all necessary equipment, such as audio/visual aids or presentation materials, are properly installed and functioning.
Verify that the food line and banquet space is clean, organized, visually appealing, and meets the standards of this establishment.

Guest Service:

Greets guests upon arrival and provides assistance with seating arrangements or any special requests.
Monitors the flow of service to ensure that guests are attended to promptly and courteously.
Address any guest concerns or complaints efficiently and escalate issues to management, if necessary.

Coordination and Communication:

Serve as the primary point of contact between the serving staff, kitchen, event organizers, and venue management.
Conducts pre-event meeting.
Leads assigned front-of-house event staff to carry out event plan.
Communicate any changes or updates to the event plan to the relevant parties in a timely manner.
Leads meetings and communication with other departments, such as food service or facilities, to address any issues that may arise during the event.
Leads pre-event and post-event meetings.
Supports in reviewing, interviewing, hiring, and on-boarding front-of-house staff.
Supports the development of hospitality offerings, marketing plans, and menu presentations.
Coordinates with other NCC Departments, like Education or NPS, on events or programs that may rely on the use of NCC Venues or Hospitality and Facilities staff.

Venue Management:

Conducts regular inspections of the venue to ensure that health and safety standards are adhered to.
Monitors inventory levels of food, beverages, and supplies and places orders to maintain appropriate levels.
Ensures staff compliance with health and safety regulations, including proper food handling and sanitation practices.
Participates in health and safety committees at the NCC and CCF level and communicates new policies or developments to the appropriate staff.
Files necessary permits in preparation for event and insurance needs.
Coordinates additional purchases, including food, beverage, and decorations, in conjunction with the Executive Chef or staff at the Keene Café.

Post-Meeting and Event Duties:

Supervises the breakdown and cleanup of the meeting or event area, including the removal of tables, chairs, and in-house decorations.
Ensures proper inventory records, storage, and maintenance of meeting and event facilities and equipment.
Collects feedback from guests and organizers to evaluate the success of the event and identify areas for improvement.
Completes administrative tasks, such as reconciling invoices, documenting any incidents or feedback received, and submitting event reports to management.
Updates tracking documents and periodically shares financial and performance data with Executive Director.
With the support of the rest of the Sales team, reviews the Aging Report and follows up with clients on outstanding invoices.

Qualifications

Strong communication skills to convey instructions clearly and efficiently.
Ability to lead and manage a team effectively.
Capability to coordinate with other departments.
Ability to organize and prioritize tasks efficiently, especially in a fast-paced environment.
Familiarity with the flow and execution of events, including setup, service, and breakdown.
Excellent customer service skills to interact professionally and courteously with clients and guests.
Ability to address any concerns or issues that may arise during the event promptly and effectively.
Ability to adapt to changing circumstances and adjust plans accordingly.
Team leader and motivator with the ability to demonstrate a positive attitude.
Capability to handle unexpected situations calmly and efficiently.
Ability to stand for long periods and may be required to lift or move heavy items.
Knowledge of hygiene standards to ensure a clean and sanitary environment for guests and staff.
Possession of relevant certifications such as ServSafe Food Handler or ServSafe Food Manager.

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